BALMER LAWRIE & CO. LTD. CONTAINER FREIGHT STATION P-3/1, Transport Depot Road Kolkata 700 088 Phone No. 2450-6810/ 2450-6816 Fax No. 2449-8355 Email No.:mukherjee.soumik@balmerlawrie.com TENDER NO: APD/ Customs Car /15-16/02 Date: 07/04/2015 TECHNICAL/COMMERCIAL BID Tender Document for [Hiring of TATA INDIGO CS - Model [Diesel] Current Model at Container Freight Station [CFS], Kolkata] DUE DATE & TIME: [17/04/2015 at 15:00 Hrs ] Page1
INDEX Sl. PARTICULARS PAGE NO. NO. 1 Index 2 2 Notice Inviting Tender 3 3 Scope of Work 5 4 Declaration accepting terms & conditions by bidder 9 5 Particulars of the organization 10 6 Price Bid 11 Page2
NOTICE INVITING TENDER 1.1 Sealed Tenders in Single Bid system are invited from interested bidders for Hiring of TATA INDIGO CS - Model [Diesel] at CFS, Kolkata on a Monthly Hire basis.. Vehicle should be a new vehicle / not older than 2013 (July Make) with a run of maximum 50,000 km or less, should be registered in the name of the applicant/ Company and should have registered commercial number. Tender document detailing terms and conditions may be downloaded from our web site www.balmerlawrie.com. Interested parties have to submit an interest free EMD of Rs.5000/- (Rupees five thousand only) by Demand Draft/Pay Order at our address mentioned below. The DD/PO for EMD should be drawn in favour of BALMER LAWRIE & CO LTD payable at Kolkata. However MSME/NSIC vendors are exempted from EMD submission but instead they must submit their MSME/NSIC certificate copy with tender bid. The tenderer shall furnish the required information in Annexure- A along with supporting documents, tender form and declaration of acceptance of tender terms along with Price Bid. All the tender papers and EMD put together in sealed envelope super scribing TENDER No. APD/ Customs Car /15-16/02 Dated 07/04/2015 " and shall be dropped in our tender box at the given address within 17.04.2015 by 15.00 Hrs and addressing covering envelope as follows: Astt. Manager [HR] Container Freight Station, P-3/1 Transport Depot Road Kolkata-700088, Tel Nos.24506816, Fax 2449-8355 Page3
S. No Description Details 1 Name of Work Hiring of TATA INDIGO CS - Model [Diesel] at Container Freight Station [CFS], Kolkata 2 Tender No APD/ Customs Car /15-16/02 3 Validity of Offer 120 days from the last date for submission of the tender. 4 Contract Period 1 [One] Year 5 Tender Fee NIL 6 EMD 5,000/-[Rupees Five Thousand only] by way of Pay Order / Bank Draft payable at Kolkata in favour of BALMER LAWRIE & CO. LTD 7 Downloading / Submission of Tender : a. Starts on 07.04.2015 b. Closes on 17.04.2015, 3.00 PM 8 Opening of Tenders 17.04.2015, 3.01 PM onwards. 1. List of Documents to be Submitted The signed copies of following documents should be submitted as part of the technical/commercial bid which may be verified with original: a. Certificate of registration/incorporation/partnership deed/proprietorship undertaking b. Income Tax PAN Certificate copy. c. Service Tax Registration certificate copy. 2. Verification of Documents a. Tenderers or their authorized representative may be required to come to our office POSITIVELY as intimated along with all original documents. b. Failure on part of the tenderer to report on specified date and time for paper verification may result in rejection of the tender submitted by them without further communication. c. Tenderer should be in a position to produce all the original documents and/or any other information on dates as intimated or as and when required by Balmer Lawrie. d. Incomplete Tenders are liable for rejection without any further communication to the tenderer and decision of Balmer Lawrie in this respect will be final. e. Any party submitting the false or forged documents may be put on Black List, forfeiture of EMD, cancellation of work, criminal prosecution or any other action as deemed fit. f. Balmer Lawrie reserves the right to reject any or all tenders without assigning any reasons thereof. 3. a Special Note 3.1 Bids can only be submitted before the last date and time as per the date and time mentioned in the tender. 3.2 Bidders are advised in their own interest to ensure that bids are submitted by dropping in tender box well before the closing date and time of bid. Page4
3.3 The bidder has to keep track of any changes by viewing the Addendum/Corrigendum issued by the Tender Inviting Authority on time-to-time in the Balmer Lawrie website www.balmerlawrie.com. The Company calling for tenders shall not be responsible for any claims/problems arising out of this. 3 b Special Condition A gestation period of two (2) months may be allowed to the successful vendor for placing a Brand New Car. Mean while during initial two months period, the vendor shall have to provide equivalent Car in good running condition for executing the service as mentioned above. 4. Submission of Tender Documents 4.1 The tenderers are requested to carefully study all the tender documents and tender conditions before quoting their rates. 4.2 The tender must be strictly in accordance with the terms and conditions and specifications laid out in the tender. 4.3 Any terms and conditions given by the tenderer in their offers will not be binding on Balmer Lawrie. 4.4 The sole proprietor or authorised representative shall sign all documents that need to be enclosed with tender document. When the person signing the documents is not the sole proprietor / authorised representative of the company, the Power of Attorney authorizing such person to act and sign on behalf of the company must be produced. 5. Scope of Work 5.1 The contractor shall provide a new TATA INDIGO CS - Model [Diesel].Vehicle should be a new vehicle / not older than 2013 (July Make) with a run of maximum 50,000 km or less, should be registered in the name of the applicant/ Company and should have registered commercial number. 5.2 Vehicle shall be required to report at our CFS, P-3/1 Transport Depot Road Kolkata at 10.00 am every day and shall be at the disposal of the company normally for 12 hours every day, six days a week. The service may be required on Sundays and holidays on need basis. 5.3 All the costs for running and maintenance of the vehicle shall be exclusively borne by the bidder, e.g. costs towards fuel (petrol/diesel), lubricants, maintenance, regular servicing, driver s salary, etc. 5.4 The contractor shall be responsible for all payment to the operating drivers, besides providing uniforms, lunch / snacks etc. 5.5 The contractor shall ensure that the vehicles provided are manned by qualified driver with valid driving license issued by competent and designated authorities. 5.6 The contractor shall also procure appropriate valid permits, as may be required under the Motor Vehicles Act for running the vehicles. Consequences arising out of violation or non-adherence to Traffic rules shall be the responsibility of the contractor. 5.7. The contractor shall be responsible for taking full comprehensive insurance policy for covering all risks, damages and loss arising out of the use of the vehicles, which would cover not only personal injuries to driver and the occupant of the vehicles, but also to third parties who may lodge a claim on account of any Page5
accidents. The Contractor should also abide by all statutory obligations regarding his employees. The company is not responsible for the insurance claim/ or claim of any sort. 5.8 The contractor shall comply with the legal procedure in every aspect on all occasions and adhere to all statutory obligations in connection with running the vehicles on hire. 5.9 In case of accidents resulting in any claim from the third parties, it shall be the responsibility of contractor to initiate or defend legal actions arising out of the use of the vehicles and payment of compensation, if any, to the third party and others who have a valid legal claim arising out of the accident. 5.10 The contractor shall be liable and responsible for all damages, losses, etc. sustained by his employee(s) while travelling in the car provided by the contractor arising out of any accident or otherwise in the said vehicle. The company shall not be liable for the same in any way. 5.11 The expenses on account of licenses, taxes, insurance, wages, fuel, repair and maintenance etc shall be borne by the contractor. In the event of necessity for a change of car during hire- time on account of break down/ accidents etc. the contractors shall ensure that substitute car in road-worthy condition is provided and running kilometer will be continued from the place of break-down. 5.12. In case of water logging at Transport Depot. / Hide Road area, the transporter shall be responsible for providing Tata Sumo or equivalent capacity of car for such day/s and no extra payment shall be borne by the company. 6. Submission Of Bids The bids should be submitted in single bid process i.e. technical / Commercial Bid and Price bid should be submitted in same envelope. 7. Tender Opening Tender will be opened as per tender calendar. 8. Acceptance of offers 8.1 Balmer Lawrie reserves the right to accept any tender in whole or in part or reject any tender or all tenders or place order for any quantity, less than or more than the tendered quantity, without assigning any reason thereof. 8.2 Bids of any tenderer may be rejected if a conflict of interest is detected between the bidders and Balmer Lawrie at any stage. 8.3 Balmer Lawrie is not bound to accept the lowest rate for any tender. Balmer Lawrie also reserves its right to allow Public Enterprises (Central / State) price / purchase / contract / service preference as admissible under the existing Government policy. The decision of Balmer Lawrie in this connection will be final. 8.4 Incomplete tenders, conditional tenders, tenders received late or tender not conforming to the terms and conditions mentioned in the Tender documents or not accompanied by the requisite Earnest Money Deposit (unless exempted under the terms of this Tender) will be rejected. Page6
9. Negotiations 9.1 Balmer Lawrie reserves the right to negotiate with the Tenderer. Tenderer will have to attend the concerned office of Balmer Lawrie for negotiations/clarifications required from them, in respect of their quotations, without any commitment on the part of Balmer Lawrie. 9.2 In case of negotiation, the Tenderer should send the confirmation of outcome of such negotiation in writing so as to reach the concerned office of Balmer Lawrie within 3 days from the date of negotiation/ the time stipulated. If the Tenderer fails to comply with this requirement Balmer Lawrie reserves its right to ignore their quotation at its discretion with the attendant remedies available to them. 10.0 Price Variation 10.1 The price should be firm and irrevocable and not subject to any change whatsoever till the validity of the contract period. 10.2 The rate offered should be kept valid for acceptance for 120 days from the last date for submission of the tender. The rates once submitted shall not be changed/varied/added/altered during this period. 11.0 Notification of Award Prior to the expiry period of Bid validity, BL will place purchase order or letter of intent on the successful bidder. 12.0 Contract Period Though the contract will be for a period of 1(One) year, there shall be initial trial contract period for 3 months and on satisfactory performance during that trial period the same shall be extended for another 9 months to make this into a One year contract. The contract may be extended for further period of one year on mutual consent from BL & vendor on the existing terms & conditions. 13.0 Performance Guarantee Performance Guarantee for 10,000/- [Rupees Ten Thousand only) has to be submitted in the form of a Bank Guarantee, as per prescribed format of the Company, to cover the Risk & Cost of any damages caused due to negligence/ mishandling of equipment/property of the Company. The Performance Bank Guarantee should be valid for a period of 12 (Twelve) months from the date of commencement of contract with an additional period of 3months as claim period. In the event of extension of contract for a further period of 1(one) year after initial contract period of 1 year, the Performance Bank Guarantee will be required to be extended for another 12 (Twelve) months. Alternatively successful bidder may deposit performance guarantee in form of cash or DD in favor of the company. This performance guarantee will not bear any interest. 14.0 EMD The bidders should submit an Earnest Money of.5,000/- (Rupees five thousand only) in the form of Pay Order/Demand Draft drawn in favour of BALMER LAWRIE & CO. LTD. payable at Kolkata which will be refunded without any interest to the unsuccessful bidders after finalisation of the tender. In case any bidder revokes or withdraws its offer within the validity period, Balmer Lawrie will be at liberty to forfeit the Earnest Money Deposit.EMD of the successful bidder will be adjusted with Performance Guarantee or will be returned after submission of Performance Guarantee by the successful bidder. However, MSME/NSIC vendors are exempted from submission of EMD, but they must submit such certificate copy along with their bid. Page7
15.0 Payment Terms Payment will be made within 30 days from the date of submission of bills on monthly basis, provided the bills are correct in all respect and duly certified by Officer-in-charge of the Company. Payment shall be subject to statutory deductions as per rules in force from time to time. 16.0 Penalty due to Non performance Any failure on contractor s part and, if it warrants the Company to arrange an outside agency to get the work done, the same will be done on risk & cost of the contractor. The amount, incurred by Company on this account will be recovered from the contractor s bill along with claim for any other damage the company may incur. 17.0. Sub-letting of Work No part of the contract or any share or interest therein shall in any manner or degree be transferred, assigned or sublet by the contractor directly or indirectly to any person, firm or corporation without the consent in writing from Balmer Lawrie. In the event of contractor contravening the conditions, Balmer Lawrie shall be entitled to get the work done from any other firm at the Risk & Cost of the contractor/successful bidder. 18.0. Indemnity & Ensuring safety: 18.1 The Contractor will be required to indemnify and keep indemnified the Company against all losses and claims for injury and damage to any person or any property whatsoever which may arise out of or in consequence of the work and against all claims, demands, proceedings, damages, cost charges and expenses whatsoever. The company may forward the vendor any such claim demand or complaint made by any other person against the company. In such event, the contractor shall solely be liable for the disposal of the said complaint. 18.2 The contractor will be required to indemnify and absolve the Company of all responsibilities related to employment condition of their employees and should adequately safeguard Company against any possible IR problems including those related to employment. The bidder should adhere to all State and Central Enactments related to employment, such as Minimum Wages Act, Workmen Compensation Act, Provident Fund Act, Employees State Insurance Act, Gratuity Act, Bonus Act, Contract Labour [Regulations and Abolition] Act etc. Further, Company will not have any liability towards employment, remuneration or compensation in whatever manner made to the employee of the vendor. Such demand shall be settled by the vendor directly. 19.0. Termination The contract can be terminated by either party by giving 3 (Three) months notice in writing. However in case of serious breach of contract by the Contractor the Company reserves the right to terminate the contract without notice. 20.0 Force Majeure Conditions: Non Performance or Delay is subject to force majeure conditions as under: If at any time during the continuance of this contract, the performance in whole or part by either party of any obligation under this contract shall be prevented or delayed by reasons of any war, hostility, acts of public enemy, civil commotion sabotage, fires, floods, explosions, epidemics, quarantine restrictions, strikes, lock outs or acts of God (hereinafter referred as "events") provided notice of the happening of any such events is given by either Page8
party to the other within twenty one days from the date of occurrence thereof, neither party shall by reasons of such event, be entitled to terminate this contract nor shall either party have any claim for damages against the other in respect of such non performance or delay in performance. Deliveries under the contract shall be resumed as soon as practicable once the event comes to an end. 21.0 Arbitration Any dispute or difference arising under this Contract shall be referred for adjudication at Kolkata to a Sole Arbitrator to be appointed by the Chairman & Managing Director, Balmer Lawrie & Co. Ltd. and the provisions of Arbitration Act, 1996 including any statutory modifications or enactment thereof shall apply to the Arbitration proceedings. The fees of the Arbitrator, if any, shall be shared equally by both the parties. D E C L A R A T I O N Having examined the tender documents, we have understood the terms & conditions indicated in the and hereby confirm our acceptance of the same. Place: Signature of Tenderer Date: Name & Address Telephone Nos. Office: Fax Nos. : Page9
ANNEXURE A PARTICULARS OF THE TENDERER S ORGANISATION S. No Description Tenderers Details 1 Name of the Tenderer 2 Address of the Registered Office 3 Address of the branch / office quoting against the Tender 4 Month & year of make of Vehicle offered and Model No * 5 Year of commencement of business 6 Whether Sole Trader/ Partnership / LLP/Private Limited Co., or Public Limited Co. 7 Trade Licence/ Registration No. (Under companies Act ) 8 Whether copy of Incorporation /Registration certificate from ROC(Registrar of company) uploaded 9 Income Tax PAN no. 10 Whether copy of PAN uploaded 11 Whether copy of latest Income Tax Return uploaded 12 Service Tax Registration. No. 13 Whether copy of Service Tax Registration certificate Uploaded 14 Name of the Banker 15 Whether registered under MSMED/NSIC act 16 In case registered under MSMED/NSIC, provide registration number and copy of registration certificate To be uploaded 17 Registration with PF Authority (copy to attached) /uploaded 18 Registration with ESI Authority (copy to attached) /uploaded Page10
A. Tenderer should quote the rates as follows: PRICE BID Balmer Lawrie & Co.Ltd., [CFS - KOLKATA] SCHEDULE OF RATES Sl. No Particulars Qty Unit Rates (Rs.) Amount (Rs.) 1 Monthly Hire Charge for a minimum of 2000 KMS Running per month & for 12 Hrs. per day Duty basis 12 Month 2 Additional Charge Per KM exceeding 2000 kms in a month. 1000 KM 3 4 Driver s Charge for working on Sundays/Holidays up to 06Hours of duty in a day. Per Hour Driver s Charge beyond 12 Hrs. duty in a Day for normal working days or beyond 06 Hours duty on Sun day Holiday. 25 200 Day Hour Note: [1] Rate quoted above shall be Excluding Service Tax. [2] Above quantities in point 2, 3 & 4 above are indicative only and may vary as per requirement. Page11