VISAKHAPATNAM BRANCH 6TH FLOOR "JEEVAN PRAKASH" LIC BUILDING, JEEVITHA BIMA ROAD VISAKHAPATNAM 530004 TENDER NOTICE E- Tender for supply of car on hire basis Tender Enquiry No. MSTC/18-19/ET/ SCHEDULE OF E-TENDER (SOT) Item/ Job Description E-tender is invited from bonafide, resourceful and experienced Car Hiring Travel Agencies (Vendors) for supply of cars on hire on regular and rate monthly basis for official requirement of MSTC Ltd., VISHAKAPATNAM on as and when required basis for a period of 02 (Two) years. E tender Ref MSTC/18-19/ET/01 Tender No. MSTC/VZG/ADMN/01/2018-19 dated 1-10-2018 Type of bidding Open tender Date of NIT available to parties to download 3-10-2018 Earnest Money Deposit (EMD) Rs. 5,000/- (Five Thousand Only) by NEFT/ RTGS in favour of MSTC Ltd as per the following bank details : Account Name: MSTC LIMITED, VIZAG Bank : INDUSIND BANK Account Number: 200013950693 IFSC Code : INDB0000581 MICR CODE : 530234001 Last date of submission of EMD 18-10-2018 Page 1 of 17
Date of Starting of e-tender for submission of on line Techno-Commercial Bid and Price Bid at www.mstcecommerce.com/eprochome/mstc 3-10-2018 (10:00 AM) Documents to be uploaded in Techno Commercial bid (Part I) (Please upload the document through upload documents link provided in log in & then attach the same to particular tender) Price bid (Part II) Date of closing of online e-tender for Submission of Techno-Commercial Bid & Price Bid 1. EMD payment details with UTR No. & date of payment. 2. Copy of GST Registration Certificate. 3. Copy of valid PAN 4. Annual returns of the last 02 financial years. 5. Copy of work order job completion certificate / experience certificate evidencing minimum experience of 02 (two) years with any Govt. / PSU/ Public limited Co./Reputed private. 6. Copy of RC books of vehicles owned by agency. 7. Copy of trade license / shops and establishment license as applicable. 8. MSME Certificate, if applicable. 9. Duly filled up, signed & stamped Annexure B, C & D. The bidders shall submit Price bids online in INR for both car hire on regular as well as rate monthly requirement as per given format. It is mandatory for bidders to submit bids for all categories of vehicles. The bids shall be exclusive of GST. 18-10-2018 (12:00 PM) Date & time of opening of Part-I (i.e. Techno-Commercial Bid) 18-10-2018 (13:00 PM) Part-II Price Bid : Tendering Mode Within 10 working days from the date of opening of Part I. e-procurement online 02 part bidding. Page 2 of 17
(Online Part I - Techno-Commercial Bid and Part II - Price Bid through http://www.mstcecommerce.com/eprochome/mstc ) List of Annexure Important Instructions to Vendors Terms & Conditions for car hiring Public Procurement Policy for MSEs Annexure - A Annexure - B Annexure C Annexure D Page 3 of 17
Annexure-A Important instructions to Vendor You are requested to read the terms & conditions of this tender before submitting your online tender. Vendors who do not comply with the conditions with documentary proof (wherever required) will not qualify in the Tender for opening of price bid. Process of E-tender : A) Registration: The process involves vendor s registration with MSTC e-procurement portal which is free of cost. Only after registration, the vendor(s) can submit his/their bids electronically. Electronic Bidding for submission of Techno-Commercial Bid as well as Price Bid over the internet will be done. The Vendor should posses Class III or II signing type digital certificate. Vendors are to make their own arrangement for bidding from a P.C. connected with Internet. MSTC is not responsible for making such arrangement. (Bids will not be recorded without Digital Signature). SPECIAL NOTE: THE PRICE BID AND THE COMMERCIAL BID HAS TO BE SUBMITTED ON-LINE AT www.mstcecommerce.com/eprochome/mstc. 1) Vendors are required to register themselves online with www.mstcecommerce.com e- Procurement Psu/Govt depts. Register as Vendor under MSTC-- Filling up details and creating own user id and password Submit. 2) Vendors will receive a system generated mail confirming their registration in their email which has been provided during filling the registration form. In case of any clarification, please contact MSTC, (before the scheduled time of the e- tender). Contact person (MSTC Ltd) for e-procurement portal related queries : Name: Shri Siddharth Krishnan Designation: AM Tel. No.: 0891-2746948/ 2701066/2521566 / 9867566097 e-mail: siddharthk@mstcindia.co.in B) System Requirement: i) Windows 98 /XP-SP3 & above/windows 7 Operating System ii) IE-7 and above Internet browser. iii) Signing type digital signature iv) JRE 7 update 79 software to be downloaded and installed in the system. Security level should be medium To enable ALL active X controls and disable use pop up blocker under Tools Internet Options custom level (Please run IE settings from the page www.mstcecommerce.com once) C) Part I Techno-Commercial bid will be opened electronically on specified date and time as given in the NIT. Vendor(s) can witness electronic opening of bid. Page 4 of 17
D) Part II Price bid will be opened electronically of only those Vendor(s) whose Part I Techno- Commercial Bid is found to be Techno-Commercially acceptable by MSTC. Such Vendor(s) will be intimated date of opening of Part II Price bid, through valid email confirmed by them. Note: - All entries in the tender should be entered in online Technical & Commercial Formats without any ambiguity. In case of failure to submit the payment towards cost of tender document & EMD for any reason, the vendor, in term, will not have the access to on line e-tender and no correspondence in this respect will be entertained and MSTC will not be responsible for any such lapses on this account. Vendor(s) are advised to make remittance of EMD vide DD/PO or NEFT / RTGS as mentioned in Annexure B well in advance and verify completion of transaction in respect of EMD. All notices /corrigendum and correspondence to the Vendor(s) shall be sent by email only during the process till finalization of tender by MSTC. Hence the Vendor(s) are required to ensure that their email I.D. provided is valid and updated at the stage of registration of vendor with MSTC (i.e. Service Provider). Vendors are also requested to ensure validity of their DSC (Digital Signature). E-tender cannot be accessed after the due date and time mentioned in NIT. BIDDING IN E-TENDER: a. Vendor(s) need to submit necessary EMD to be eligible to bid online in the e-tender. No interest will be paid on EMD. EMD of the unsuccessful Vendor(s) will be refunded by MSTC. b. The process involves Electronic Bidding for submission of Techno Commercial Bid c. The Vendor(s) who have submitted the above fees can only submit their Techno Commercial Bids and Price Bid through internet in MSTC website www.mstcecommerce.com e- procurement PSU/Govt depts Login under MSTC My menu Auction Floor Manager live event Selection of the live event. d. The Vendor should allow to run an application namely enapple by accepting the risk and clicking on run. This exercise has to be done twice immediately after opening of Bid floor. Then they have to fill up Common terms/commercial specification and save the same.after that click on the Techno-Commercial bid. If this application is not run then the Vendor will not be able to save/submit his Techno-commercial bid. e. After filling the Techno-Commercial Bid, Vendor should click save for recording their Techno- Commercial bid. Once the same is done, the Price Bid link becomes active and the same has to filled up and then Vendor should click on save to record their price bid. Then once both the Techno-Commercial bid & price bid has been saved, the Vendor can click on the Final submission button to register their bid. f. Vendors are instructed to use Upload Documents link in My menu to upload documents in document library. Multiple documents can be uploaded. Maximum size of single document for upload is 5 MB. Page 5 of 17
Once documents are uploaded in the library, vendors can attach documents through Attach Document link against the particular tender. For further assistance please follow instructions of vendor guide. The Vendors can place their bids from any place for which they need is a computer with a browser interface and good internet connectivity. g. Vendors shall be required to get themselves familiarized with the detailed step by step method of participation in the e-tender and submission of on-line bid, by suitably getting in touch with MSTC. Failure to do so by any Vendor shall be at their own risk and responsibility and MSTC shall not entertain any request to re-conduct the e-tender process on the plea of lack of understanding of the auction process by a particular Vendor. h. In all cases, Vendor should use their own ID and Password along with Digital Signature at the time of submission of their bid. i. During the entire e-tender process, this will remain completely anonymous to one another and also to everybody else. j. The e-tender floor shall remain open from the pre-announced date & time and for as much duration as mentioned above. k. All electronic bids submitted during the e-tender process shall be legally binding on the Vendor. Any bid will be considered as the valid bid offered by that Vendor and acceptance of the same by the Buyer will form a binding contract between Buyer and the Vendor for execution of supply. Such successful Vendors shall be called hereafter SUPPLIER. l. It is mandatory that all the bids are submitted with digital signature certificate otherwise the same will not be accepted by the system. m. Buyer reserves the right to cancel or reject or accept or withdraw or extend the tender in full or part as the case may be without assigning any reason thereof. n. No deviation of the terms and conditions of the tender document is acceptable. Submission of bid in the e-tender floor by any Vendor confirms his acceptance of terms & conditions for the tender. o. Unit of Measure (UOM) is indicated in the e-tender Floor. Rate to be quoted should be in Indian Rupee as per UOM indicated in the e-tender floor. Any order resulting from this e-tender shall be governed by the terms and conditions mentioned therein. No deviation to the technical and commercial terms & conditions are allowed. MSTC has the right to cancel this e-tender or extend the due date of receipt of bid(s) without assigning any reason thereof. The online tender should be submitted strictly as per the terms and conditions and procedures laid down in the website www.mstcecommerce.com/eprochome/mstc of MSTC Ltd. The Vendors must upload all the documents required as per terms of NIT. Any other document uploaded which is not required as per the terms of the NIT shall not be considered. The bid will be evaluated based on the filled-in technical & commercial formats. The documents uploaded by Vendor(s) will be scrutinized. In case any of the information furnished by the Vendor is found to be false during scrutiny, EMD of defaulting Vendor(s) will be forfeited. ********************************* Page 6 of 17
Annexure B Terms and Conditions for Car Hiring 1. Definitions : The Company shall mean MSTC Limited Visakhapatnam Branch Office 6TH FLOOR "JEEVAN PRAKASH" LIC BUILDING, JEEVITHA BIMA ROAD, VISAKHAPATNAM - 530004, with its Registered office at 225-C, Acharya Jagadish Bose Road, Kolkata 700 020. 2. The Agency shall maintain an office within Vizag duly manned with adequate staff with mobile phone and land telephone facilities, which are always attended. 3. The car offered should be new or should not be more than 03 years old as on date of work order. 4. Agency should have a minimum average annual turnover of Rs. 10 Lakh during the last 02 financial years i.e, 2016-17 & 2017-18. 5. Agency must have at least 02 (Two) cars of small, medium & large size put together of the mentioned make of their own (registered in the name of the Agency / Proprietor(s). The cars offered must be registered as Public Service Vehicles. 6. Agency should have valid Trade License as Transport Operator or Agency / Registration under Shops & Establishment Act. 7. The garage distance should not be more than 5 KM from the office, however, the actual distance will be considered. 8. Agency having minimum 02(two) years experience in doing similar type of job in any Govt. Dept / PSUs / reputed Private or Public Limited company, which shall be supported by copy of work order / job completion certificate or experience certificate from the concerns. 9. The agency shall put into service only cars registered and having clean interior, properly maintained exterior, noiseless drive and all the facilities of the car such as air conditioners, central locking, music deck, fire extinguisher, etc. along with a 1000 ml sealed bottle of packaged drinking water of some reputed brand such as Bisleri, Kinley and Aquafina etc., should be available and in perfect working conditions for use. The authorized representative of the company can reject use of any car if it fails to satisfy any of the above conditions. 10. The car should have excellent road worthy condition and should be new of make and the age of vehicle (model) should not be more than 3(three) years old as on date of work order. The vehicles to be provided by the agency must have valid Taxi permit. 11. All the cars must carry toolbox, necessary spares, first aid box, tissue paper and one umbrella. Page 7 of 17
12. All the facilities should be in running & usable condition. 13. 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. He shall wear uniform on duty. 14. The Drivers on duty shall keep all relevant documents including valid RC Book of the vehicle, Pollution Under Control Certificate (PUC), Comprehensive Insurance Policy of Vehicle and a valid Driving License and routes of Vizag and its suburbs. 15. The Drivers provided by the Agency should be holding a valid Driving License. The drivers should also have knowledge of car mechanism so as to attend minor repairs and should be well conversant with roads and routes of Vizag. 16. 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/ administration department before leaving the vehicle. 17. The agency shall note the opening meter reading and time of the car on the duty slip. The driver shall inform and show the opening as well as the closing meter reading and get it countersigned by the user. 18. Bills having over-writings and cuttings shall be rejected at the sole discretion of MSTC Limited. 19. No payment shall be made against bills pertaining to those travels, where the duty slip(s) are not properly signed by the user or where any complaint with regard to quality of the car or misbehavior of the driver is received from the user in this regard, the decision of MSTC shall be final. 20. The company gives no guarantee about the definite volume of work to be entrusted to the contractor at any given time or even throughout the tenure of the contract. 21. All cars should be supplied within a reasonable time as per specific requirement. 22. 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 with forfeiture of security deposit. The decision of MSTC in this regard shall be final. 23. Agency shall pay EMD of Rs.5,000/- (Rupees ten thousand only) by NEF/RTGS into a/c of MSTC as per details provide below: Account Name: MSTC LIMITED, VIZAG Bank : INDUSIND BANK Account Number: 200013950693 IFSC Code : INDB0000581 MICR CODE : 530234001 The proof of EMD payment by NEFT / RTGS shall be attached by Agency along with technical documents. It may be noted that the EMD shall not carry any interest and that EMD of the Page 8 of 17
unsuccessful Agencys would be refunded only after finalization of the tender or within 60 days from the date of opening of the Tender, whichever is earlier. Tender without EMD, would not be considered. EMD shall be converted into Security Deposit (SD) in case of successful agency and the same will be retained by MSTC till the end of contractual period. No interest shall be paid on the SD. MSTC reserves the right to forfeit the SD in case of any default by the agency. 24. Failure to accept the offer after finalization, will result in cancellation of the offer and forfeiture of the EMD. 25. In case of any breakdown of car during the time of duty, the agency shall make arrangements promptly for another vehicle and no mileage form the garage to the point of breakdown shall be paid. If user of the car hires another vehicle and the extra amount so incurred shall be deducted from the bill(s) of the agency. 26. Penalty levied by any Govt. dept. / Statutory body for violation of any norms or regulation shall be sole responsibility of the agency. MSTC will not be responsible for such payments. 27 Parking / Toll Charges Parking / Toll charges shall be reimbursed to the Contractor/Agency on production of valid Receipt. Car parking / Toll hired / paid on monthly basis by the company, shall be used by the contractor/agency as per the instructions issued from time to time by the authorized representative of the company. 28. Bid Submission: The Tender is to be submitted ONLINE on website http://www.mstcecommerce.com/eprochome/mstc in two parts as under : 28.1 Part 1: Techno-Commercial Bid : The bidders shall upload following documents : i) EMD payment details with UTR No. & date of payment. ii) Copy of GST Registration Certificate. iii) Copy of valid PAN iv) Annual returns of the last 02 financial years. v) Copy of work order job completion certificate / experience certificate evidencing minimum experience of 02 (two) years with any Govt. / PSU/ Public limited Co./Reputed private. vi) Copy of RC books of vehicles owned by agency. vii) Copy of trade license / shops and establishment license as applicable. viii) MSME Certificate, if applicable. ix) Duly filled up, signed & stamped Annexure B, C & D. 28.2 Part 2: Price Bid : The bidders shall submit Price bids online in INR for both car hire on regular as well as rate monthly requirement as per given format. It is mandatory for bidders to Page 9 of 17
submit bids for all categories of vehicles. The bids shall be exclusive of GST. 29. VALIDITY OF THE OFFER: Offer should be valid for 60 days from date of opening Price Bid. 30. Contract Period: The rates agreed by the Agency and MSTC shall remain valid for a period of 02 years from the date of commencement of the contract, which can be extended further one year by mutual consent of both the parties. During this period, no escalation in rates shall be acceptable under any circumstances. 31. Termination: 32. GST a) MSTC reserves the right to summarily terminate the contract and forfeit the security deposit due to failure of the Agency to provide satisfactory services and/or repeated failures to provide vehicles against Requisitions. In such cases, decision of MSTC shall be final and binding. b) MSTC may at any time by giving one months notice close the contract without any liability, financial or otherwise on itself. GST will be borne by MSTC at rates as applicable from time to time and agency shall specify GST rates in Annexure II. The rates quoted are exclusive of GST. The Agency should have GST Registration and agency shall be liable to deposit GST with statutory authority. GST at applicable rates shall be shown separately in the monthly bill. 33. Payment: The bills should be submitted as per GST invoice rules along with Duty Slips duly signed by the user should be submitted by the agency on monthly basis and the payment shall be made within 15 working days from the date of receipt of the bills. It shall be the responsibility of the agency to obtain signatures of the passenger at the end of every trip. Payment of the Bills will be released after statutory deduction, on monthly basis through electronic mode in the bank a/c of agency as per details provided in tender document. 34. MSTC reserves the right to accept or reject any tender without assigning any reasons. The contract of any or all the items may be allotted by MSTC to one or more than one Vendor as MSTC may deem fit & no claim/complaint in this regard will be entertained by MSTC. 35. Integrity Pact: This tender will be governed by the Integrity Pact as available in MSTC s website www.mstcindia.co.in which may be downloaded if necessary and all contracts and transactions arising out of this tender shall be governed amongst other terms by the terms of the said Integrity Pact. Successful Vendor shall sign Integrity Pact with MSTC at the time of awarding the contract. Page 10 of 17
36. Force Majeure: Neither the selected Vendor nor MSTC shall be responsible or liable for any failure or delay on its part to fulfill or perform any of the terms or obligations under the contract / agreement if such failure or delay is caused by any factor or event beyond control of either of them including but not limited to strikes, lockouts, fire, earthquake, wars, insurrections, riots, civil commotion, government action, licenses, embargoes, natural calamities, act of God etc. If Force Majeure event(s) continue beyond the period of three months, the parties shall hold consultation to chalk out the further course of action. Neither party can claim any compensation from the other party on account of Force Majeure. 37. Arbitration: In the event of any dispute or difference relating to the interpretation and application of the provisions of the contracts, such dispute or difference shall be refered by either party for arbitration to a sole Arbitrator to be appointed by the Chairman and Managing Director of MSTC Ltd. The award of the sole arbitrator shall be final & binding on both the parties. The language of the arbitration proceeding shall be English. The venue of the arbitration proceeding shall be borne Visakhapatnam. 38. Any disputes arising will be subject to jurisdiction of Visakhapatnam only. Page 11 of 17
Annexure C Public Procurement Policy for Micro and Small Enterprises (MSE) CONCESSIONS TO MSME UNITS As per the guidelines, issued by Ministry of Micro, Small & Medium Enterprise (MSME), Government of India regarding concessions for Micro & Small Enterprise Units registered with District Industries Centers or Khadi & Village Industries Commission or Khadi & Village Industries Board or Coir Board or National Small Industries Corporation(NSIC) or Directorate of Handicrafts & Handloom or any other body specified by Ministry of Micro, Small & Medium Enterprise, have been considered by the MSTC for the following concessions. (a) Supply of Tender Documents The tender documents shall be issued to MSME Agency s free of cost provided the tendered item is listed in the Registration Certificate of MSME. (b) Exemption from payment of Bid Security /Earnest Money Deposit The MSME units registered with bodies as detailed above shall be given exemption from payment of Bid Security deposit provided the tendered item is listed in the Registration Certificate of MSME. i) A proof regarding current registration with bodies as detailed above for the tendered items will have to be attached along with the bid. ii) The enlistment certificate issued by bodies as detailed above should be current & valid on the date of opening of bid. (c) Reservation of Quantity (i) 20 % of the Estimated Quantity /requirement in the tender shall be earmarked to be procured from MSEs provided their quoted price is within the band of LI+15%. Out of this quantity, a sub target of 4% is earmarked to be procured from SC/ST owned eligible MSMEs. In case of non availability of SC/ST owned MSMEs, this 4% quantity shall be offered to other MSEs. (ii) The participating MSMEs in a tender, quoting price within the band of LI+15% are also be allowed to supply a portion of the requirement by bringing down their price to the LI price arrived after tender evaluation. Such MSEMs shall be ordered to supply up to 20 % of the total tendered value. In case of more than one such eligible MSME, the supply will be shared equally. (iii) However, the contract proposed to be awarded pursuant to this tender, being of indivisible nature, the same cannot be split up due to operational constraints towards performance of works. Accordingly, MSTC reserves the rights, in appropriate cases, to award the contract in whole to MSME unit, who may otherwise qualify in the tender by fulfilling the prescribed eligibility requirement as per tender document. Page 12 of 17
Note: a) The Micro, Small & Medium Enterprises (MSME) must meet the Tender / auction team. b) MSME Agency s are exempted from deposit of the EMD. However, Security Deposit of appropriate amount shall be payable by these units in case they are awarded the contract, in part or whole. c) Reservation to the MSME Agency s will be given as per the Government Rules notified from time to time. d) For MSME Agency s copy of the Registration Certificate must be enclosed in the envelope. e) If the MSME is owned by SC/ST entrepreneurs, the Agency shall furnish appropriate documentary evidence in this regard. Page 13 of 17
Annexure D (Please fill the below details and upload the same through upload documents link provided in log in & than attach the same to particular tender) 1. Name of Agency : 2. Type of Firm : Proprietorship/Partnership/Pvt. Co./Limited Co./PSU/Cooperative/Other (specify) 3. Whether Agency is MSME : Yes /No (If Yes, copy of certificate to be attached) 4. Office Address 5. Registered Office 6. Address of Garage 7. Phone(s) : (O) (M). 8. Fax : E-mail 9. Name & Designation of Chief Executive/Proprietor 10. Name of Contact Person(s) : With Designation(s), Contact numbers & e-mail id : 11. Work experience (Copy of experience certificate/work order / contract to be attached). Sl. No. Organization Period of Contract Type and No. of cars provided Contact Person & Tel No. Page 14 of 17
12. Details of Registered Vehicles owned (Copies of RC Book to be attached) : Sl. Make & Registration Year of Name of the owner No. Model No. Registration 13. Turnover of the Company during last two financial year (Copy of Annual Returns to be attached) : FY 2016-17 2017-18 TURNOVER 14. Whether the applicant or any of its Partners/Directors/or employees have relatives working in the MSTC Ltd. If yes, give details. 15. PAN Number (Copy to be attached) : 16. GST Regn. No. (Copy to be attached) : 17. Trade License No./ Shops & Establishment Regn. No. (Copy to be attached) : 18. Bank Account details(copy of blank cancelled cheque to be attached) : Name of Account Holder: Type of A/c: Saving / Current Bank Name Branch Name : A/c No : IFSC Code : Page 15 of 17
19. Any other relevant information please mention:.. The agency should not be blacklisted by any Govt. undertaking/dept. I/We hereby declare that all information submitted herein is true and no information has been concealed. We agree to abide by all the terms and conditions of this tender. Signature.. Name & Designation. Seal of Co. /Firm. Date :.. Place: Page 16 of 17
Page 17 of 17