PAWAN HANS LIMITED (A Govt of India Enterprise) Ground Floor, Manoramaloy, VIP Airport Road, Guwahati-781015 TENDER FOR HIRING OF VEHICLES AT PAWAN HANS LIMITED, GUWAHATI BASE, GUWAHATI 1. INTRODUCTION:- Pawan Hans Limited is a Government of India Enterprise having its Corporate Office, C-14, Sector- 1 Noida-201 301 and its Regional Office on Ground Floor, Manoramaloy, VIP Airport Road, Guwahati-781015. The present Tender is for Annual Rate Contract for Hiring of Vehicles at Pawan Hans Limited, Gangtok Base, Gangtok. 2. DEFINITION:- The following terms shall have the meaning hereby assigned to them except where the context otherwise requires. PAWAN HANS LIMITED (PHL) having its Corporate Office, C-14, Sector- 1 Noida-201 301 and Regional Office on Ground Floor, Manoramaloy, VIP Airport Road, Guwahati-781015 2.1 Tender shall mean and include the present document titled Hiring of vehicles at Pawan Hans Ltd., Gangtok Base, Gangtok. 2.2 "CONTRACTOR" shall mean the person(s), firm or Company who enters an agreement with Pawan Hans Ltd for execution of works covered under this tender and shall include their executors, administrators, successors, permitted assignees and legal heirs. 3. PARTICULARS OF TENDER:- 3.1 Number & Types of vehicles required with Driver: Initial requirement is for 1 vehicle, and the contractor would have to provide additional vehicle if required by Pawan Hans Ltd. 3.2 Condition of the Vehicles: Vehicles offered for hire should be in good conditions particularly in respect of:- (a) Engine (b) Body (c) Tyre (d) Paint (e) Upholstery 3.3 Period of Hiring of Vehicles: Two years, extendable by one year on same terms and conditions.
3.4 Availability of Vehicles: Vehicles will be required for 12 hrs of actual duty on all days of the year. 4. PREQUALIFICATION: 4.1 The tenderer must own minimum four vehicles during the last 3 year with a minimum turnover of ` 8,00,000/- per annum. Copies of Work Orders may be submitted in support of the same. 4.2 The tenderer shall be required to attach a Demand Draft, drawn in favour of Pawan Hans Limited payable at Guwahati, from any Commercial/Scheduled Bank for a sum of ` 24,000/- as earnest money deposit along with Technical Bid, failing which their Bid shall be summarily rejected. 4.3 The tenderer has to attach along with Technical bid a Demand Draft for `500/- towards tender fees drawn in favour of Pawan Hans Limited, Guwahati and the tender has to be downloaded from the website www.pawanhans.co.in failing which their Bid shall be rejected summarily. 1. TERMS AND CONDITIONS 5.1 Registration of the vehicles being offered against this tender should be registered on or after 01/01/2013 failing which the vehicle shall be summarily rejected. 5.2 The tender documents, duly filled in and signed on all pages should be submitted, together with earnest money deposit, in a sealed cover, addressed to Pawan Hans Limited, Ground Floor, Manoramaloy, VIP Airport Road, Guwahati - 781015, duly superscribing on the envelope the Tender No., Tender Description as given above & due date and to be sent by Registered Post/Speed Post/courier only. Tender should be submitted in two parts in two sealed envelopes (1) Technical (2) Price bid. Thereafter, these two sealed envelopes should be placed in third envelope superscribing tender for Hiring of vehicles for PHL. The technical bid should have details about eligibility criteria with required/supporting documents in support of the same including Demand Draft (two DDs `500/- towards tender fee and ` 24,000/- towards EMD favouring Pawan Hans Ltd, Guwahati). The Price bid must be given as per Annexure - A only. The technical bid will be opened first. The price bid of tenderer s will be opened provided they qualify in the technical bid and fulfill terms and conditions of tender. The bids will be opened in the presence of representatives duly authorized in writing by the tenderer. 5.3 Pawan Hans Limited shall not be responsible for any postal delay for non-receipt of tender by due date and time for whatsoever reason. 5.4 It will be the responsibility of the tenderer to place the vehicle(s) for inspection if called for, at his cost along with all relevant documents in original. 5.5 The tenderer has to quote rates for all the vehicles mentioned in Annexure-A in the format attached as Annexure-A of this tender document. 5.6 The tenderer has to obtain necessary airport entry passes of LGBI Guwahati Airport for the vehicles as well as drivers so deployed for the use of PHL at his own cost.
5.7 The vehicles offered for hiring should have necessary R.T.O. clearance and should be registered as Commercial vehicles and Pawan Hans Limited will not be responsible for any R.T.O. regulatory matters relating to registration of vehicles etc. 5.8 Hiring charges/rates should include cost of fuel & cost of repairs, drivers pay and allowances etc. The hiring charges/rates should be quoted for AC vehicles in Annnexure A of this tender document only. 5.9 Successful tenderer shall ensure that sufficient cash is available with driver all the times to cover essential contingent expenditure, urgent repairs and other essential expenditures. 5.10 In the event of any accident or damages or theft while vehicle is on PHL's duty, PHL shall be completely free from any liability of the nature connected with the accident/damages/theft. The tenderer himself will be fully and exclusively responsible for any damage of vehicle(s) or any injury to driver or any other person in employment of tenderer including any third party claims. However, if damage or loss is incurred to PHL and/or its employees, as a result of any accident or any other reason involving failure of vehicle(s)/driver, tenderer shall reimburse on demand and without any demur the compensation/damages. 5.11 PHL shall not be responsible for any claim that arises due to damages/injuries pilferage to the tenderer vehicle(s) property under any circumstances while the vehicle(s) is engaged on PHL duty. 5.12 Vehicles must have valid registration certificate in the state of Assam. 5.13 Vehicles must have necessary permit for driving vehicles in Assam State. 5.14 The drivers of the vehicle must have valid driving license besides submission of their police verification reports to PHL. 5.15 Vehicles must have valid comprehensive insurance cover policy. 5.16 The tenderer must submit a declaration regarding non-involvement of vehicles being offered for hire in any accident/court case etc. 5.17 Repairs of the vehicle(s) to be carried out by the tenderer immediately during the period of hire. 5.18 The tenderer shall ensure payment of minimum wages to the driver and shall produce documentary evidence towards the same whenever asked for. 5.19 In case of breakdown of any vehicle the replacement of the same must be provided by the Contractor immediately, failing which Pawan Hans Limited shall have the right to hire any other vehicle(s) against break down vehicle(s) at the expense of the tenderer and the tenderer will be liable to pay such further sum as will be sufficient to meet the difference of cost between the rate tendered and those at which the hiring is actually made if it is higher. 5.20 Earnest money deposit of ` 24,000/- by way of Demand Draft of any Commercial Bank / scheduled bank in favour of Pawan Hans Ltd payable at Guwahati should be furnished along with the tender. 5.21 Performance Security Deposit @ 10% of the Bid value by way of Demand Draft, Fixed deposit receipt or Bank Guarantee of any Commercial Bank /scheduled bank in favour of Pawan Hans Ltd payable at Guwahati should be submitted within 21 days by the
successful tenderer on awarding the contract failing which the contract shall stand terminated. 5.22 Earnest Money deposit and Security Deposit will not bear any interest during the contract period. 5.23 If the successful tenderer fails to furnish the security deposit then the whole earnest money shall be forfeited without any reference to the tenderer. 5.24 Earnest money of all unsuccessful tenderer will be returned within 30 days of the award of Contract of hiring of Vehicle. 5.25 The tenderer should furnish a certificate that all the terms and conditions of the tender document are understood by the tenderer and ready to abide by the same without any variation. 5.26 The tenderer shall submit copy of PAN and Service Tax Registration No. to PHL. 5.27 Pawan Hans Limited reserves the right to reject any or all tenders without assigning any reasons. 5.28 Prices shall remain firm for a period of two years (or as extended by Management). However, if any increase in fuel prices an additional charge namely "Fuel Price Impact" will be payable by PHL. This will be calculated on the mileage actually used divided by the fuel efficiency of the car multiplied by the increase in the fuel price. The revised prices will be applicable from 1 st of the month following the date of such increase announced. The calculation is as given below. No. of kms used Fuel Price Impact = ---------------------- X (New rate - Old rate) Mileage (kms) Base rate of diesel per litre for this tender to be notified by the Tenderer. Mileage in kms per litre (diesel) is to be notified by contractor 5.29 The kms shall be calculated ex-pawan Hans hangar to Pawan Hans Hangar 5.30 Driver should be provided with Mobile Phone. 5.31 The vehicles will have to report every day at the notified time and place without fail. 5.32 In case the vehicle reports late on any day or replacement is not provided within one hour then liquidated damages of ` 500/- per hour, by way of penalty shall be deducted from the bills or vehicle will be hired at the cost of the contractor and such cost of hiring will be deducted from contractor s monthly bill subject to a maximum of 10% of each bill value. 5.33 If rates in words do not tally with rates in figure then the rate which corresponds to the amount in words shall be taken as correct. 5.34 Payment shall be made within 30 days after submission of monthly bills after deduction of TDS and other statutory deductions as applicable. The tenderer shall give their Bank name, Account number, MICR code and IFSC code of the Bank. 5.35 Additional vehicles, if required, will be provided by the tenderer as per existing terms and conditions within seven days of requisition.
6. LIQUIDITY DAMAGES CLAUSE (LDC): Delay in providing services/absenteeism/not providing as per contract will attract a penalty of 0.5% per week, Subject to a maximum of 10% of contract value. If the work remains unattended or is kept pending for more than 07 days without giving prior notice with justification, the security deposit shall be forfeited and the Contract will be cancelled. 7. PRE-BID MEETING A pre-bid meeting to clarify terms & conditions of tender will be held on 16/11/2015 at 1100 hours in Ground Floor, Manoramaloy, VIP Airport Road, Guwahati-781015. One representative of the tenderer may attend pre-bid meeting as per details given above duly authorized in writing by the tenderer. 8. JURISDICTION The agreement including all matters connected with this contract shall be governed by the Indian Law both substantive and procedural, for the time being in force and shall be subject to the exclusive jurisdiction of Courts at Guwahati. 9. ARBITRATION In case of any dispute relating to the contract the matter shall be referred to a sole arbitrator for adjudication through arbitration. The arbitration shall be conducted in accordance with the provisions of the Arbitration and Conciliation Act 1996 or any statutory modification or re- enactment thereof and the rules made there under for the time being in force, shall apply to the arbitration proceedings. The Chairman cum Managing Director, PHL shall nominate the Arbitrator. DECLARATION I/We have read and understood the terms and conditions of the tender for hiring of vehicles for PHL. PLACE : DATE: SIGNATURE OF AUTHORISED OFFICIAL OF FIRM /COMPANY WITH SEAL
PAWAN HANS LIMITED Eastern Region, Guwahati ANNEXURE -A Duly accepted the laid down term and conditions, we quote the following rates Sr No Particulars 1 Fixed monthly charges for 3500 kms in a month with driver and fuel. (12 hrs duty per day) 13 seater AC vehicle 2 Over Time rate per hrs beyond 12 hrs duty per day per vehicle 13 seater AC vehicle 3 Rate per Km beyond 3500 kms in a month 13 seater AC vehicle Rs. Ps Place: Signature of Authorised Official of Firm/Company with Seal Date: