TENDER FOR HIRING OF VEHICLES (For the period of ONE year)

SOFTWARE TECHNOLOGY PARKS OF INDIA (An Autonomous Society under Govt. of India, Ministry of Communications & Information Technology, Department of information Technology) No.5, 3 rd Floor, Rajiv Gandhi Salai, Taramani, Chennai 600 113 Phone No. (044)3910 3525 (Tele Fax). (044)3910 3505 TENDER No: STPIC/Admin/G&P/010/2009-10/ 002 Date: 24/08/2009 TENDER FOR HIRING OF VEHICLES (For the period of ONE year) TOTAL PAGES: 13 pages (inclusive of specification) NAME OF THE PARTY: Page 1 of 13

CONTENTS Clause No. Description Page No. TENDER DOCUMENT Nil Cover page 1 Nil Contents 2 Nil Tender Notice 3 1 Introduction 4 2 Tendering Process 4 3 Terms and conditions 5-8 Nil Annexure - I 9 Nil Annexure - II 10-11 Nil Performance security Bond 12-13 Page 2 of 13

TENDER NOTICE (Under TWO bid system) Software Technology Parks of India (STPI) I II III IV V VI Tender inviting officer, Authority, Designation and Address A. Name of the work: B. Place of execution Tender documents available place and due date for obtaining tender Due Date, time and place of submission of Tender Place, date and time of Tender Opening Any other important criteria specified by the tender inviting authority: The Director, STPI No.5, IIIrd Floor, Rajiv Gandhi Salai, Taramani, Chennai 600 113. Website: www.chennai.stpi.in Hiring of Vehicle. (Tender No: STPIC /Admin /G &P/010/2009-10/ 002, Date:24/08/2009) Chennai. Tender document can be obtained on working days between 10.30 AM to 4.00 PM from 25/08/2009 to 11/09/2009- at the address mentioned in column I on payment of Rs.500/- (Non Refundable) by DD/Pay Order favouring STPI, Chennai. Due Date:11/09/2009 Time : Upto 3.00 PM Place : As mentioned in Serial No. I Date : 11/09/2009 Time : 3.30 PM Place : As mentioned in Serial No. I Tender received after due date and time will be summarily rejected. In case, firm has downloaded the tender documents from the official website i.e. www.chennai.stpi.in, they must ensure that requisite tender fee/ cost is enclosed in the form of Account Payee Demand Draft from any of the commercial bank in favour of Software Technology Parks of India payable at Chennai" with their tender, failing which the tender will be treated as incomplete and will be ignored. DIRECTOR STPI -Chennai Page 3 of 13

TENDER DOCUMENT 1. INTRODUCTION: Software Technology Parks of India (STPI) was established and registered as an Autonomous Society on 6th June 1991 under the Societies Registration Act 1860, under the Department of Information Technology, Ministry of Communications and Information Technology, Government of India. It undertook the responsibility of managing data communication infrastructure facilities and providing other services like technology assessment and professional training to software exporters. STPI CHENNAI In June 1995, STPI opened a small field office in Chennai to co-ordinate the statutory services to 100% EoUs under STP scheme for software exports. From 1995 to 2008, the number of software exporting companies have grown from 23 units to 936 units and in addition is supporting 156 units, who are not 100% EoUs under STPI. The software exports grew from Rs.12.17 crores in 94-95 to Rs.28,000 Crores from Tamil Nadu & Pondicherry in 2007-08. Extensive promotional seminars have been undertaken in potential places like Chennai, Coimbatore, Madurai, Trichy, Pondicherry etc., with an objective to disperse the IT activity across its jurisdiction of operation. The main services rendered by STPI-Chennai for the software exporting community have been statutory services and data communication services (Soft Net). STPI- Chennai has also played a catalytic role in the promotion of software exports, with a special focus on SMEs and start up units. STPI-Chennai is providing datacom services since 1999. Scope of the Tender STPI-Chennai invites sealed offers from reputed/authorized Taxi/Travel operators to provide on hire vehicles on monthly/daily/hourly basis for use as staff cars and operational vehicles for the period of One year. Tender forms along with terms and conditions can be obtained from office of the Software Technology Parks of India, No.5 III floor Rajiv Gandhi salai, Taramani, Chennai 600 113, on payment of Rs.500/-(Non refundable by demand draft /Banker s pay order drawn in favour of STPI, Chennai. The tender form can also be downloaded from the website www.chennai.stpi.in. Bidders who have downloaded tender document from website shall attach DD for Rs.500/- along with tender. 2. TENDERING PROCESS: Tender is invited in two parts i.e., (I) Technical bid and (2) Financial bid. The tender form for Technical bid is prescribed in Annexure-I and the tender form for the financial bid is prescribed in Annexure-II. The tender will be sealed in outer envelope which will bear the address of the authority, Tender No, Due date and Name of the work hiring of vehicles for STPI - Chennai. The aforesaid outer envelope will contain two separate sealed envelopes one clearly marked Technical Bid and other Page 4 of 13

clearly marked Financial Bid. The tenders those are not super scribed as above will be summarily rejected. The tender should be dropped only at the tender box placed at Software Technology Parks of India, No# 05, Third Floor, Rajiv Gandhi Salai, Taramani, Chennai 600 113. Addressed to The Director, STPI by 3:00 PM on 11/09/2009. The technical bids will be opened by the Director/representative nominated by the Director on 11/09/2009 at 3:30 PM in the presence of bidders/or their representatives. Incomplete bid document will be rejected. The valid technical bids will be scrutinized to short list the eligible bidders. Thereafter, the financial bids of the short listed bidders will be opened by the Director/ representative nominated by the Director on a subsequent date; which will be intimated later. Late submission of tenders will not be accepted. Each technical bid should be accompanied by a Crossed Demand draft/ Bankers Cheque of Rs.50,000/- (Rupees Fifty Thousand only) as Earnest Money Deposit (EMD), drawn favoring Software Technology Parks of India, Chennai. The bids without Earnest Money Deposit will be rejected. The successful bidder of the contract has to submit a Performance Guarantee as per the enclosed format either by way of Fixed Deposit or Bank Guarantee receipts of Rs.50,000/- ( Rupees Fifty thousand only) within three days from the day of obtaining the contract. The bidder should sign and stamp each page of the tender document as a token of having read and accepted the terms and conditions contained herein and submit the same along with the bid. The tenderer would fill up the information in the Annexure-I & II enclosed at the end of this document in clear and legible terms. Wherever the prices are to be quoted should be written in figures and words as well (the values indicated in words or figures, whichever is lower the same will be taken as final). Annexures will also have to be signed and stamped by the firm through its Authorized signatory. 3. TERMS AND CONDITIONS: 3.1. The vehicle provided by the contractor on hire will be with a driver who must be in proper white uniform and should have a valid driving license and be competent to drive. Each driver should be provided with a mobile phone by the contractor. 3.2. Driver shall carry contingency amount for toll / parking charges etc. The same shall be reimbursed by STPI. The drivers provided, must be literate and well behaved. He must follow traffic rules & regulations prescribed by the Government from time to time. 3.3. The applicant contractor should own at least 10 vehicles at the time of making the application for contract. Documentary evidence of ownership to be enclosed with Technical bid. 3.4. The vehicles must be in good condition, clean, mechanically fit and must not be more than 4 years old. It should be equipped with First Aid Box, Air-freshener, Tool kit and stepnee. Page 5 of 13

3.5. The vehicle should fulfill the obligations prescribed by the State Transport Authority like payment of road taxes and valid Taxi permit etc. All requirements under various statutory laws must be complied with. Any default will be liability of the contractor and STPI-Chennai shall not be liable in any matter whatsoever. 3.6. The duty point is Software Technology Parks of India, No# 05, Third Floor, Rajiv Gandhi Salai, Taramani, Chennai 600 113 or any other place intimated from time to time. The mileage and time will be counted from duty point only and not from the bidder s garrage. 3.7. The Agency shall submit the tender comprising of acceptance of our terms & conditions of contract form of particulars duly filed in, Copy of IT Pan Card, Service Tax Registration No., Registration Certificates issued under Labour Laws, Professional Tax Laws, Shops and Establishment Acts allotted by the concerned authorities and other supporting documents indicating the proof of having provided similar services to Govt. Department/Public Sectors Undertaking/IT organizations with technical bid. The Contract agency should submit their 3 consecutive years IT returns (ie, for the financial year 2006-07, 2007-08 and 2008-09) of the firm. 3.8 The agency should produce proof of remittance of service tax of last three years. 3.9. The agency should submit their last three years Audited Balance Sheet for proof of their Turnover. The minimum turnover of the agency in the travel business shall be Rs.12.00 Lakhs for the three consecutive years (i.e., for the financial year 2006-07, 2007-08 and 2008-09). 3.10 The agency should have provided service to any Government/private organizations with the single order value of Rs.8.00 Lakhs or two orders of value not less than Rs.5 Lakhs. Supporting document in claim of receipt of such work order shall be furnished along with the Technical Bid. The same shall be verified by STPI if it is required. 3.11. The fuel and oil for the vehicle will be provided by the Contractor. Other costs like insurance, repairs, maintenance and any other charges also have to be borne by the contractor. The contractor and the driver shall be bound to carry out the instructions of the Officer(s) in charge concerned from time to time. 3.12. The contractor should ensure that the cars are fitted with appropriate seat belts and other safety measures. 3.13. STPI or its officer will not be responsible for claim for any accidents on duty or for any damages. 3.14. Insurance of the vehicle and all the risk including for the passenger traveling in the vehicles should be covered by the contractor to the extent of liability as specified in the Motor Vehicles Act & Rules made there under or any law in force. 3.15. Any authorized user of the STPI-Chennai has the right of returning the car if he is not satisfied as to the plying condition of the car on any one of the grounds as mentioned above. In such case a penalty of Rs.1000/- or the actual cost of hiring a similar vehicle will be deducted from the contractor s pending bills payments. Page 6 of 13

3.16. In case of vehicle breakdown, a substitute vehicle shall be provided by the Contractor immediately. In case vehicle does not report within the reasonable time or does not report at all, the STPI-Chennai would have a right to hire a vehicle from the market and the additional cost incurred by the STPI-Chennai will be borne by the Contractor. In case, neither a substitute vehicle is provided nor a vehicle is hired by the STPI-Chennai, proportionate contract charges are liable to be deducted from the contract charges payable. In the event of failure to provide such replacement as stated above, the Software Technology Parks of India will claim Rs.1000/- towards penalty or the actual cost for making alternate arrangement whichever is more. 3.17. The responsibility for the safety and security of the vehicle provided solely lies with the contractor. It is also the contractor s absolute responsibility to take care of any damage repairs caused to his vehicle during the operation of the contract. 3.18. Bills should be submitted on monthly basis with all supporting and payment will be made within 30 days from the date of submission of bills after deducting TDS as applicable. The statement of the opening / closing kilometers and time statement should be provided along with daily trip sheet for the billing purpose. The trip sheets should be maintained perfectly well and should be endorsed by the officer using the vehicle without fail. 3.19. Failure by the contractor to comply with any statutory requirement and /or the terms of the agreement during the period of contract shall result in termination of the contract and subsequent disqualification from participation in any future tender of the STPI. The contract between the STPI and the Contractor can be cancelled with a notice period of 30 days time from either side, without assigning any reason. 3.20. In case the contract is withdrawn or the STPI terminates the contract for violation of terms and conditions and/ or deficiency in services during the period of contract, the additional expenses in hiring a new contractor on temporary arrangement till the time of appointing a regular contractor through a similar tender process, will be adjusted against performance guarantee of Rs.50,000/- (Rupees Fifty thousand only) provided by the successful bidder. 3.21. No negotiation will be undertaken with any tenderer at any stage. 3.22. No request for escalation of rates will be entertained for whatsoever reason during the currency of contract. 3.23. The Contractor will indemnify for loss/damage of property or life because of negligence of driver or poor maintenance of vehicle or due to an accident. 3.24. At any time prior to the last date for submission of tenders, STPI Chennai may, for any reason, modify the tender document. Such modification will be published through our Web Site. 3.25. Not withstanding any of the conditions stated above, the STPI reserves the right of altering any of the conditions mentioned above or impose new conditions at the time of finalization of contract. Page 7 of 13

3.26. The tender prepared by the tenderer, as well as well correspondence and documents relating to the tender exchange between tender and STPI Chennai, shall be written either in Hindi or English Language. Only English number shall be used in the tender. 3.27. The final decision would be based on the technical capacity and pricing. STPI do not bind itself in selecting the firm offering lowest prices. The Bids should be submitted neatly and corrections, over typing should be attested with seal. The offer submitted by the tenders shall be valid for a minimum period of 90 days from the date of submission of Tender. 3.28. The agency shall enter into a agreement on a Rs.100.00 non-judicial stamp paper after the receipt of Work Order. 3.29. In case of non-compliance of the above terms and conditions of Contract, a penalty may be levied. The penalty for some of the Defaults is as under. S.No Nature of default Damages Rs. 1 Late Reporting (30 minutes and above) 20% of proportionate contract charges per day of that Vehicle. 2 Non observation of dress code Rs.100/- for first instance and Rs.200/- for subsequent instances 3.30. The services of the agency can be terminated by either side by one months valid notice period in writing and the same shall be acknowledged from both sides for receipt of notice period Page 8 of 13

ANNEXURE-I TECHNICAL BID DOCUMENT 1. Name of the Proprietor/Registered Firm /Company : 2. Address of the concern (With telephone No Fax & E mail) : 3. Name and address of the Partners/ Directors (with mobile no (in case of a firm/company) : 4. Contact Person(s) (with mobile number) : 5. No of years of experience in providing vehicles : 6. Details of vehicles owned at the time of tender Along with documentary evidence 7. List of Clientele : i) Names and addresses of the parties to Whom vehicles were given on hire : ii) Period for which the vehicles were hired out : iii) Number of vehicles given on hire : 8. Permanent Account Number : 9. Service Tax Registration Number : 10. Details of EMD: (i) DD No & Date : (ii) Amount In Rs. : 11. Details of tender cost : (i) DD No & Date : (ii) Amount In Rs. : D E C L A R A T I O N I hereby certify that the information furnished above is full and correct to the best of my/our knowledge. I understand that in case any deviation is found in the above statement at any stage, the Contractor will be blacklisted and will not be permitted to have any dealing with the STPI- Chennai in future. (Signature of authorized Signatory with date) Page 9 of 13

ANNEXURE-II FINANCIAL BID DOCUMENT RATE SHEET FOR HIRING OF VEHICLES at STPI - CHENNAI 1. Name of the Proprietor/Registered Firm /Company : 2. Address of the concern : (With telephone No. Fax & E mail) 3. Rates for various cars and their Models : (Exclusive of Service Tax) a) ON Call Basis: S Particulars. N o 1 City use 5 hours - 50 kms. Hire Charges Extra km Extra hr. 2 City use 10 hrs. 100 kms. Hire Charges Extra km Extra hr. 5 Pick up from Airport to Place of stay 6 Drop to Airport from Place of stay 7 Pick up from Railway Station to Place of stay 8 Drop to Railway Station from Place Non AC Indica Indigo Qualis Ford Ikon Innova AC Non AC Non AC Non AC AC Non AC AC AC AC Page 10 of 13

of stay 9 Out of Station Trips: Minimum Kms. Extra Km Driver Batta Night Halt 9 Service Tax Permit/Parking charges Additional Charges b) ON Monthly Basis: Type of Vehicle Tata Indica - (AC) Tata Indica - (Non AC) Tata Indigo - (AC) Tata Indigo - (Non AC) Ford Ikon - (AC) Ford Ikon - (Non AC) Service Tax 2000 kms 12 hours & 6 days a week Charges beyond prescribed monthly limit Extra Kms Extra Hrs Signature of the Bidder :. Name of the Travel agency :. Seal : Note: Any cutting in the rates / over writing etc. should be attested by the authority signing the bid. Bids received with cuttings / over-writings etc., without attestation will not be considered. Page 11 of 13

ANNEXURE-III PERFORMANCE SECURITY BOND FORM 1. In consideration of the Director STPI having offered to accept the terms and conditions of the proposed agreement between and (hereinafter called the said contractor(s ) for the work (hereinafter called the said agreement ) having agreed to production of an irrevocable Bank Guarantee for Rs. (Rupees Only) as a security/guarantee from the contractor(s) for compliance of his obligation in accordance with the terms and conditions in the said agreement. We (hereinafter referred to as the Bank ) here by undertake (Indicate the name of the Bank) to pay to the Government an amount not exceeding Rs. Only) on demand by the STPI. 2. We do hereby undertake to pay the amounts due and (Indicate the name of the Bank) payable under this guarantee without demure, merely on a demand from the S.T.P.I stating that the amount claimed has required to meet the recoveries due /likely to be due from the said contractors, Any such demand made on the bank shall be conclusive as regards the amount due and payable by the bank under this guarantee. However, our liability under this guarantee shall be restricted to an amount not exceeding Rs. (Rupees only) 3. We, the said bank further undertake to pay the STPI any money so demanded notwithstanding any dispute or disputes raised by the contractor(s) in any suit or proceeding pending before any court or Tribunal relating thereto our liability under this present being absolute and unequivocal. The payment so made by us under this bond shall be a valid discharge of our liability for payment there under and the contractor(s) shall have no claim against us for making such payment. 4. We, further agree that the guarantee herein contained shall remain (Indicate the name of the Bank) In force and effect during the period that would be taken for the performance of the said agreement and that it shall continue to be enforceable till all the dues of the STPI under or by virtue of the said agreement have been fully paid and its claims satisfied or discharged or till STPI certified that the terms and conditions of the said agreement have been fully and properly carried out by the said contractor(s) and accordingly discharge this guarantee. 5. We, further agree with the STPI that the STPI shall have the (Indicate the name of the Bank) fullest liberty without our consent and without affecting in any manner our obligation hereunder to vary any of the terms and conditions of the said agreement or to extend time of performance by the said contractor(s) from time or to postpone for anytime or from time to time any of the powers exercisable by the STPI against the said contractor(s) and to forbear or enforce any of the terms and conditions relating to the said agreement and we shall not be relieved from our liability by reason of any such variation, or extension being granted to the said contractor(s) or for any forbearance, act of Page 12 of 13

omission on the part of the STPI or any indulgence by the STPI to the said contractor(s) or by any such matter or thing whatsoever which under the law relating to sureties would, but for this provision, have effect of so relieving us. 6. This guarantee will not be discharged due to the change in the constitution of the bank or the contractor(s). 7. We, lasting undertake not to revoke this guarantee expert with the (Indicate the name of the Bank) Previous consent of the STPI in writing. 8. This guarantee shall be valid up to unless extended on demand by the STPI. Notwithstanding anything mentioned above, our liability against this guarantee is restricted to Rs. (Rupees Only) and unless a claim in writing is lodged with us within six months of the date of expiry or the extended date of expiry of this guarantee all our liabilities under this guarantee shall stand discharged. Dated the day of for (indicate the name of the Bank) Page 13 of 13