Notification No: F&L//Vehicle/01 Date:-15.05.2014 FACILITY & LOGISTICS CELL. 8 th Floor, D Block, Bidyut Bhavan. Open Tender for engagement of 4 Nos. Air Conditioned & 4 Nos. Non-Air Conditioned Car(s) Tenders are invited from the interested parties located in and around Kolkata having excellent track record under two- bid system Technical and Price Bid. The details are as follows:- Starting Date of download of Tender Forms : 19.05.2014 Last date for submission of Tender Forms Pre-Bid Discussion Date of opening of Technical Bid Number and makes of Cars proposed to be hired are : 10.06.2014 upto 14.00 Hrs : 27.05.2014 at 11.30 A.M at 9th Floor Conference Room Vidyut Bhavan, Block DJ, Sector II, Bidhannagar, Kolkata 700091. : 11.06.2014 at 11.30 A.M at 9th Floor Conference Room Vidyut Bhavan, Block DJ, Sector II, Bidhannagar, Kolkata 700091. : 1No. Innova AC 7 seater BS-IV/ Maruti AC SX4, 2Nos Maruti AC Swift Dzire BS-III/BS-IV, 1No Mahindra Scorpio AC BS-III/BS-IV and 4Nos Non AC Ambassador / Tata Indigo / Tata Indica BS-III/BS-IV. INSTRUCTION TO THE TENDERERS 1. The Tender documents duly filled in and signed on all pages are to be submitted in sealed cover as mentioned below to the Manager (HR&A), Facility & Logistics Cell, West Bengal State Electricity Transmission Company Limited, Bidyut Bhavan (8 th Floor), Block D, Kolkata 700091 on or before the last date for submission of tender as specified above. i) The 1 st sealed inner envelope will contain cost of Bid Document in the form of Bank Draft /Pay Order. The envelope should super-scribed with the words: Cover-I & Cost of Bid Document. Tender Notice No and Bidders Name & Address written clearly on the front side of it. ii) The 2 nd sealed inner envelope should contain Bid Security Deposit in the form of Bank Draft/Pay Order. The envelope will be super-scribed with the words: Cover-II & Bid Security Deposit. Tender Notice No and Bidders Name & Address written clearly on the front side of it. 1 P a g e
iii) The 3 rd sealed inner envelope should contain Techno-Commercial Bid. The envelope will be super-scribed with the words: Cover-III & Techno-Commercial Bid. Tender Notice No and Bidders Name & Address written clearly on the front side of it. iv) The 4 th sealed inner envelope should contain Price Bid in prescribed format. The envelope will be super-scribed with the words: Cover-IV & Price Bid. Tender Notice No and Bidders Name & Address written clearly on the front side of it. All the above four envelops shall be place in a 5 th (fifth) envelope and shall be submitted properly sealed super-scribed with the words Tender for Hiring of AC/NON-AC Car(s) with Tender Notice No. and Bidder s name & Address written clearly on the front side of it. 2. Conditional / Incomplete quotations are liable to be rejected. 3. Bidders have to download Bid Documents from the Company s Website www.wbsetcl.in. The comprehensive Tender Document will be available in the Company s Website for the intending agencies from 19.05.2014 only. No Bid Document will be issued to any Bidder in person or by Post / Courier Service. 4. Cost of Bid Document: Cost of one set of complete Bid Document [consisting of all relevant papers, price Bid Sheets, Bank guarantee formats, specifications, Terms and Condition of the Contracts etc.] is Rs.500/- (Rupees Five Hundred Only). The above fee is non-refundable and is to be paid by crossed Demand Draft/Pay Order in favour of West Bengal State Electricity Transmission Company Ltd., payable at Kolkata, drawn on any branch of Indian scheduled Bank which should be submitted as per direction given above. 5. The offer will not be accepted for evaluation, if the cost of Bid Document as required, is not deposited in the 1 st part of the Offer. Necessary receipt of the said cost of Bid Document(s) will be given within 7 days from the Date of opening of the Tender. Eligibility for Technical Bid Qualification:- 1) The Owner should be an Income Tax assesse (self-attested copies of PAN Card and Income Tax Return need to be enclosed). 2) The Owner should have registration under Service Tax [Attested copy of Service Tax registration certificate must be enclosed, if he is registered as Goods Transport Owner (GTA)]. 2 P a g e
3) Experience of providing Car(s) to Govt. Department / PSU / Universities will be desirable. Relevant documents in support should be submitted along with the technical bid. Bidders with experience in providing Cars to other organizations/bodies will be considered only if does not get response from at least 3(three) bidders with above type of experience. 4) In case a bidder wishes to provide more than one car on hire, necessary details of each should be provided separately in Annexure-A of the Techno-Commercial Bid. 5) The vehicle should be registered on and after the year 2012. 6) Rate quoted in tender should be final and firm for the entire period of contract. 7) Tender submitted with incomplete information will not be considered. 8) The vehicle should have Commercial registration number for contract carriage. 9) In case of L1 bidder for Swift Dzire vehicle offering less than two Cars for hire or L1 bidder for non-ac vehicle offering less than four cars on hire, will have the right to hire the remaining cars from the L2 or L3 bidders, if they agree to match the rates of the L1 bidder(s). 10) The vehicle must have Government Permit to ply throughout West Bengal. 11) Tenders will be received upto 14.00 Hrs. on 10.06.2014 and will be opened on 11.06.2014 at 11.30 A.M in presence of tenderers. 12) Tender should be accompanied by a demand draft of Rs.5000/- (Rupees Five Thousand Only) towards earnest money drawn in favour of West Bengal State Electricity Transmission Company Ltd., payable at Kolkata. Earnest money of unsuccessful tenderers will be returned in due course. No interest will payable on earnest money. Terms & Conditions:- 1) The Contract will be valid for two years from the date of contract and can be extended at the sole discretion of on satisfactory performance. 2) The vehicle provided must be registered in West Bengal and properly insured. 3) Vehicle model should not be earlier than 2012. 4) The driver must have valid driving license and be properly dressed in White Shirt and trousers during duty hours. 5) The Owner will be solely responsible for any misconduct of drivers. 6) No advance payment will be made. 7) TDS will be deducted at source from hiring bill (s) as per Income Tax Act. 8) reserves the right to terminate the contract with one month notice without assigning any reason. 3 P a g e
9) In case of any loss, damage or accident, total responsibility lies with Owner, Driver will be fully responsible in case unauthorized/ illegal materials are found in the vehicle during the use of the official of. 10) Parking and toll tax will be reimbursed at actuals. 11) Payment will be made following submission of monthly invoices / bills in triplicate by Owner for each calendar month. 12) In case of vehicle breakdown, a suitable substitute vehicle shall be provided by the Owner immediately. 13) The Owner shall comply with all statutory provision as laid down under various Labour Laws like Minimum Wages, Provident Fund, Contract Labour Act etc. to the extent applicable to him and rate quoted should duly take into account the same. In case of violation of any such statutory provision, the Owner will be solely responsible. 14) The driver should have at least five years of driving experience and his age should be minimum of 25 years and not exceeding 50 years. 15) The driver shall be in proper dress during duty hours. He should be well aware of and should meticulously follow traffic rules. Behavior of the driver should be extremely courteous and refined. He should have absolutely clean background and without any police record. 16) The driver shall be provided with mobile phone switch on mode (24 hours) for smooth communication and the cost shall be borne by the Owner. 17) The Owner will have to provide the replacement of driver in case of any eventuality. has the right to ask the Owner for removal of any driver who is not found competent or disciplined. 18) Once assigned, the vehicle will not be changed / replaced without prior permission of. 19) There will be separate log book (to be supplied by ) for monthly use of the vehicle and maintained by the driver/owner. All entries in log book will be verified/ countersigned by the concerned officers/utilizers. 20) In case of failure to provide vehicle on time, will hire a vehicle from local market and the charges paid for such vehicle will be deducted from the monthly bill of the Owner. In addition, in event of failure to provide such replacement, will claim the actual cost for making alternative arrangement. 4 P a g e
21) The Owner shall submit attested copies of Owner book and driver license, Pollution Certificate, Blue Book/Car Registration Card, Permit Certificate, Certificate of Fitness, Trade License as per Motor Vehicle Act, 1989, Insurance Papers. 22) The vehicle should fulfill the obligations prescribed by the Government of West Bengal. 23) The necessary basic tools, stepney should be provided in car and the same should be kept under custody of the driver. The Company will not be responsible in any way for the loss of the tools, stepney or any other parts or materials pertaining to the vehicle. 24) The Owner will have to submit two separate bills one for vehicle hiring charges and other for claim towards reimbursement of fuel and mobil cost on the basis of actual admissible kilometer run during the month and supported by original fuel bill(s). Such reimbursement will be allowed on the basis of following conditions :- i) Payment of cost of Fuel will be made in the following rates: Slo No Car Name Rate of payment of cost of Fuel per Litre 1 Toyota Innova 10 Km 2 Maruti SX4 17 Km 3 Maruti Swift Dzire 19 Km 4 Mahindra Scorpio 10 Km 5 Tata Indigo ecs BS IV 20 Km 6 Tata Indica 20 Km 7 Ambassodar 12 KM within the radius of 20 KM from Bidyut Bhavan & 13 KM beyond 20 KM from Bidyut Bhavan ii) The cost of Mobil will be reimbursed @ 01 (one) litre per 500 KM of journey run of total kilometer in respect of both AC and Non AC Vehicle in any particular month on the basis of prevailing market rate. 25) Gear Oil, Flushing Oil, Distilled Water, Towel (Good Quality, Preferably white colour), and Duster for vehicle will be supplied by you. 26) In case of night shift for official duty, has no obligation to provide food & lodging to your driver. 27) In case of requirement of temporary inter state permit, the Company will reimburse the actual charges to obtain such permit. 28) The Owner should abide by the West Bengal Motor Vehicle Act, 1989 and Rules and as amended thereof. 5 P a g e
FIRST PART TECHNO-COMMERCIAL BID TENDER FOR HIRING VEHICLE ABOUT THE OWNER a) Name and Residential Address with PIN Code of the Owner/Proprietor / Partners / Directors b) Mobile Number, Alternative Mobile/Land Number, e-mail id of Owner/Proprietor / Partners / Directors : : c) Address of the Owner s/owner s Registered Office : d) Year of establishment with Trade License No. & Date (Copy of last renewed trade license to be enclosed) : e) PAN No. (copy of PAN Card to be enclosed) : f) Service Tax registration no. (Copy of certificate to be enclosed, if it is Goods Transport Owner (GTA) : g) Number of persons in employment of the Owner : h) Provident Fund registration and ESI Registration : Annexure-B and C have to be furnish with signature. We have read and understood the terms and conditions stipulated for appointment of vehicle hiring owner and agree to abide by the same. DATE: PLACE: SIGNATURE WITH SEAL OF THE OWNER (Full Name and Designation) 6 P a g e
SECOND PART PRICE BID TENDER FOR HIRING VEHICLE The quoted daily hiring rate should be inclusive of all i.e. levy, taxes etc. and other incidental charges, if any, in the following format:- Sl. No. Vehicle Type (Diesel Version) Hiring Rate for 10 hours In figures (`) In words Per hour rate beyond 10 hours In figures (`) In words Rate of Night Stay/day In figures (`) In words 01. Innova 7 Seaters (BS-IV) Base model 2.5Gx 02. Maruti SX4 03. 04. 05. 06. 07. Maruti Swift Dzire (BS-III / IV) Mahindra Scorpio (BS-III / IV) Ambassador (Non-AC) (BS-III / IV) Tata Indica (Non-AC) (BS-III / IV) Tata Indigo (Non-AC) (BS-III / IV) We have read and understood the terms and conditions stipulated for appointment of vehicle hiring owner and agree to abide by the same. DATE: PLACE: SIGNATURE WITH SEAL OF THE OWNER (Full Name and Designation) 7 P a g e
Annexure - A Mandatory columns to be filled up by the interested party 01 Model 02 Make of vehicle 03 Year of Manufacturing 04 Date of Registration 05 Registration No. 06 Mileage run till date of submission of tender In case a bidder wishes to provide more than one car on hire, necessary details of each should be prescribed separately in Annexure-A of the Techno-Commercial Bid. DATE: PLACE: SIGNATURE WITH SEAL OF THE OWNER (Full Name and Designation) 8 P a g e
Annexure - B TO WHOM IT MAY CONCERN I, hereby, declare that I am owner of no(s) of vehicle(s) and engage no(s) of employee including drivers on a regular basis. *In terms of Sub-Section 3 (a) & (b) of Section-1 of the Employees Provident Fund & Misc. Provisions Act, 1952, the total number of employees engaged by me is less than the minimum number specified for applicability of the Act to my establishment. Or *The provisions of the Employees Provident Fund & Misc. Provisions Act, 1952 being applicable to my establishment, I am registered with the EPFO authorities under Registration No. and declare that there is no default in payment of Provident Fund dues to the appropriate authorities as on date. Or *I am the owner as well as driver of my vehicle no(s) and therefore, the provisions of the Employees Provident Fund & Misc. Provisions Act, 1952 is not applicable in my case. Signature of the owner. Name of the owner... Vehicle No.(s)... * Strike off whichever is inapplicable. 9 P a g e
Annexure - C TO WHOM IT MAY CONCERN I, hereby, declare that I am owner of no(s) of vehicle(s) and engage. no(s) of employee including drivers on a regular basis. In terms of Sub-Section 12 of Section 2 of The Employees State Insurance Act, 1948, the total number of employees engaged by me is less than the minimum number specified for applicability of the Act to my establishment. or The provisions of The Employees State Insurance Act, 1948 being applicable to my establishment, I am registered with the ESI authorities under Registration No. and declare that there is no default in payment of ESI constitution dues to the appropriate authorities as on date. or I am the owner as well as driver of my vehicle no(s).. and therefore, the provisions of the Employees State Insurance Act, 1948 is not applicable in my case. Signature of the owner. Name of the owner... Vehicle No.(s)... Strike off whichever is inapplicable. 10 P a g e