Divisional Office Jeevan Prakash Nainital Road Haldwani,P.O. Kathgodam-263126 Wanted HOTEL ROOMS for use as HOLIDAY HOMES on Lease at Nainital LIC of India intends to hire Hotel Rooms for use as Holiday Homes on Lease basis which are in ready to occupy condition. For complete details and bid documents please log on to www.licindia.in and go to Tenders and click on the link Advertisement for hiring of Hotel Rooms for Use as Holiday Homes at Nainital on lease basis. Date: 09.04.2016 Sr. DIVISIONAL MANAGER 1
Life Insurance Corporation of India intends to hire Hotel Rooms for use as Holiday Homes which are in ready to occupy condition from Individuals / Firms / Companies under Two Bid system as per details given below : Numbers of room required Location Remarks Five rooms (with 2 beds)the rooms should have facilities like intercom, Hot water, RO water, LCD, TV NAINITAL The Holiday home should be located preferably near lake and it should be easily approachable. The rooms will be available for LIC guests at any time. Two children below the age of 12 years should be allowed to stay in the rooms without any extra charges, in case of necessity. The prospective bidders meeting the above requirements are requested to collect the tender documents from the office at the above address. The tender documents will be issued from 11/04/16 to 30/04/16 (between 11.00 AM and 3.00 PM on week days and between 11 AM and 12.30 PM on Saturdays (excluding Holidays and Sundays)). The last date for submission of filled in offer is 30/04/16 up to 01.30 PM. The Technical Bids will be opened on 02/05/16 at 11.00 AM in the presence of bidders or their authorized representatives who may wish to be present. For complete details and bid documents please log on to www.licindia.in and go to tenders and click on the link Advertisement for hiring hotel rooms for use as Holiday Homes at NAINITAL on lease basis. LIC of India reserves the right to accept or reject any or all offers in full / part without assigning any reasons whatsoever. Sr. Divisional Manager 2
TENDER SCHEDULE S.No DESCRIPTION 1 Name of work Tender for Hiring of Hotel Rooms for use as Holiday Homes in Nainital 2 Tender document Can be collected from the LIC Haldwani Divisional Office or downloaded from LIC site licindia.com (Tender-link) 3 Issue of tender doceumnt From 11/04/16 to 30/04/16 (on 30/04/16 up to 12.30 p.m.only) between 10.00 am and 3.00 pm on week days and between 10 AM and 12.30 PM on Saturday(excluding Holidays and Sundays) 4 Last Date & Time of receiving/submission of tender document 5 Date &Time of opening of Technical Bids 6 Date &Time of opening of Financial Bids 7 Time Limit for handing over possession of the premises 30/04/2016 at 1.30 PM 02.05.2016,at 11.00 AM Will be intimated later on Within a week time from the date of issue of acceptance letter 8 Lease period / Contract period Initially for a period of three years and as mentioned in the terms and conditions of the contract 9 Notice period for Termination of contract 0 3 (Three) months on either side 10 Validity of tender 03 (Three) months from the date of opening of Technical Bid Date:- Sr.Divisional Manager 3
Hiring of Hotel Rooms for use as Holiday Homes at NAINITAL INSTRUCTIONS TO BIDDERS 1. 2.. 3. The tender forms will be available from 11/04/16 to 30/04/16 (on 30/04/16 up to 12.30 p.m) between 10.00 AM and 3.00 PM on week days and between 10.00 AM and 12.30 PM on Saturdays (excluding Holidays and Sundays). The last date for submission of filled in tenders ( both technical and financial bids) is 30/04/16 up to 01.30 PM. The offers received after the last date and time mentioned above will not be considered. The filled in tenders should be submitted to the address given below : THE MANAGER (E&OS) L.I.C.of India, Divisional Office Jeevan Prakash Nainital Road, Haldwani, PO - Kathgodam-263126 4. The technical bid will be opened on 02/05/16 at 11.00 AM In the Presence of bidders or their authorized representatives who may like to be present. After preliminary scrutiny of the technical bids, verification of credentials, site inspection of the shortlisted premises offered by them, assessment of the offers, the financial bids of only those bidders, whose offers are found suitable to the Corporation, will be opened at a later date. The date of opening of financial bids will be intimated in writing to those bidders whose offers are found suitable. 5. The tender form consists of the following documents. i.e., i) Instructions to bidders and Terms & Conditions. ii) Technical part. iii) Financial part. The offers are to be submitted in Two Bid system i.e., Technical Bid and Financial Bid. The Technical Bid consists of all the required information called for in the questionnaire and shall contain, inter alia, the details regarding the Hotels, address, carpet area of the rooms, floor location, amenities available, Approvals from government authorities, and other terms and conditions relevant to the hiring of Hotel Rooms. The TB shall be submitted in sealed cover ( Marked Envelope I ) superscribing as Technical Bid for Hiring of Hotel Rooms for use as 4
Holiday Homes at NAINITAL. The envelope shall contain the addressee s details and details of the bidder also. 6. The price bid shall contain only financial details i.e., rate / rent per room per month inclusive all taxes and other charges if any.. The Financial Bids will be placed in the Envelope - II and superscribed with addressee and bidders details. All the three envelopes ( envelope containing EMD amount ) will be placed in a fourth envelope ( Envelope IV) and sealed and submitted to The Manager (E&OS) LIC, at the address given above. The envelope must be superscribed with Bids for Hiring of Hotel Rooms for use as Holiday Homes at NAINITAL and the last date for submission is 30/04/16 up to 01.30 pm and to be opened on 02/05/16 at 11.00 am. III 7. EMD of Rs 10000/-(Rupees Ten Thousand only) in the form of Demand Draft / Pay Order in favour of Life Insurance Corporation of India payable at Haldwani, shall be submitted in sealed cover Marked Envelope III) superscribing as Earnest Money Deposit for Hiring of Hotel Rooms for use as Holiday Homes at NAINITAL along with the Technical and Financial Bid. Please note that no interest is allowed or accrue on the EMDs. 8. Refund of EMD :- EMD shall be refunded as under : (i) EMD of all unsuccessful bidders shall be refunded within one month s time after scrutiny and submission of Technical Assessment Report by DPC to the Sr. Divisional Manager. (ii) EMD of sucessive bidder shall be refunded separately or adjusted along with the payment towards the hire charges. (iii) In case the lowest vendor / bidder refused to offer the rooms after issue of allotment letter, a notice shall be served to them by giving 10 ( Ten ) days time failing which their EMD amount lying / retained with us shall be forfeited without any further correspondence. Sr. Divisional Manager is the competent authority to refund / forfeit the EMD amount. 5
9. The following documents should be enclosed with the offers: a) Room size with dimensions, Room Numbers offered. Photograph of rooms and site plan of the hotel showing the main approach road, road on either side if any, width of the road/s and landmarks around the hotel. b) The bidder must submit copies of valid Trade License, valid Fire License and all other statutory licenses / permits along with the offer. The successful bidder will be required to produce the originals of these licenses / permits for verification if required by LIC of India before finalizing the contract 10. All the pages of the tender form are to be signed by the bidder. The authorized persons have to sign all the pages of the bids (Technical and Price bids). Incomplete bids and bids lacking in details and without signatures are liable to be rejected. 11. Tenderers should note that their tenders should remain open for consideration for a minimum period of 03 (Three months) months from the date of opening of T.B s ( i.e. Technical Bids). 12. The Tender Inviting Authority reserves the right to accept any tender or to reject any or all tenders at his sole discretion without assigning reasons thereof. The Tender Inviting Authority does not bind to accept the lowest tender. 13. The Hotel / Holiday homes should be ideally located in the prime place of Nainital with Good connectivity to bus stand, railway station. 14. The Rate quoted should be inclusive of all taxes and other charges if any per month per room except food and other paid facilities. 15. Offer(s) incomplete or deficient, received late and/or not signed by the Bidder on all the pages shall not be accepted. 6
16. The contract shall be finalized subject to recommendation of the committee constituted for inspection of the premises and verification of quality/services provided by the bidder and approved by the Competent Authority of LIC of India. 17. Documents constituting the contract: The invitation of Bids, the terms and conditions of the Tender, Bid of the successful Bidder and Letter of Acceptance issued by LIC of India along with any amendment issued prior to signing of the Contract shall constitute the Contract between LIC of India and the successful Bidder. A separate contract on these lines may also be signed between the parties. 18. The bidder shall be prepared to rent well maintained five rooms, and the rooms should be equipped with modern facilities along with the following facilities preferably available in the hotel as mentioned hereunder: 24 Hour Room Service. Laundry and Valet Services. Travel & Tour Facility. Car Parking. LCD Colour Television with 24hrs Cable connection (All popular National/regional Sports, Entertainment channels) 24 Hours water, hot and cold running water in the bathrooms with western type toilets. 24 Hours electricity supply with generator back-up. Intercom facility in the room. Rooms should be cleaned every day. Bed linen and towels should be changed everyday Rooms should be airy, sufficient sunlight in the day time, with proper ventilation 19. The contract with the successful bidder will be entered into by LIC of India initially for a period of 3 (three) years which can be extended for further period(s) on mutual consent. The price offered and agreed upon by LIC of India will remain valid for the initial period of 3 (three) years from the effective date of contract. In case, either party wants to terminate the agreement, three months prior Notice shall be given in writing by either party. However, in the event of any serious breach of contract or negligence of duty committed by the successful bidder, LIC of India shall have the right to terminate the contract on one month s Notice. 20. In case the service provider fails in his part to comply with the other terms and conditions and / or for any other reason fails to provide Room as specified in the tender document, the amount will be deducted proportionately from the rent payable to the service provider. 7
21. Successive bidders should be prepared to maintain a separate register exclusively for the LIC guests as prescribed by LIC. Two children below the age of 12 years age should be allowed to stay with the guests in the room without any extra charges if required. 22. Successive bidders should be prepared to maintain a complaint and feedback register exclusively for LIC guests. All the guest should register their feedback/complaints if any. Time of complaint should also be recorded. Remedial measures should be taken on daily basis. Remarks along with date and time with signatures of authorized person of hotel and the guest should be recorded on the register. This register should be presented to the officer coming for inspection. A copy of the same should be submitted to LIC along with monthly bill for review. LIC shall be free to deduct Rs.500/- per day as penalty in case the complaint of guests are not addressed within 24 hours of complaint being recorded in the register. 23. Payment will be made to the successful bidder on monthly installments to be paid after completion of each month from the effective date of the contract. Payment will be made by NEFT only for which the successful bidder will provide the relevant bank details in the prescribed format of LIC of India. Payment will be made after deduction of Statutory Taxes. *********************** 8
Terms and conditions: 1. The terms and conditions along with the instructions will form part of the tender to be submitted by the tenderer to LIC of India, herein termed as Corporation. 2. Tender which is received on account of any reason whatsoever including postal delay etc. after the expiry of time and date i.e 30/04/16 up to 01.30 pm, fixed for submission of tenders shall be termed as LATE tender and not to be considered. Such tender shall be returned to the concerned party without opening the same. 3. All bidders are requested to submit the tender documents (Technical Bid and Price Bid) duly filled in with the relevant documents / information at the following address : THE MANAGER (E&OS) L.I.C.of India, Divisional Office Jeevan Prakash Nainital Road Haldwani,PO- Kathgodam - 263126. 4. All columns of the tender documents must be duly filled in and no column should be kept blank. All the pages of the tender documents are to be signed by the authorized signatory of the tenderer. Any over writing or use of white ink is to be duly initialed by the tenderer. The Corporation reserves the right to reject the incomplete tenders or in case where information submitted / furnished is found incorrect. 5. In case the space in the tender document is found insufficient, the bidders may attach separate sheets in the Technical bid. 6. The offer should remain valid at least for a period of 03 months (Three) to be reckoned from the date of opening of Technical Bid. 7. There should not be any deviation in terms and conditions as have been stipulated in the tender documents. However, in the event of imposition of any other condition, which may lead to a deviation with respect to the terms and conditions as mentioned in the tender document, the vendor is required to attach a separate sheet marking list of deviations". 8. The Technical bids will be opened on (Date & Time) in the presence of tenderers at our above office. All tenderers are advised in their own interest to be present on that date, at the specified time. 9. Corporation reserves the right to accept or reject any or all the tenders without assigning any reason thereof. 10. Canvassing in any form will disqualify the tenderer. 9
11. The short-listed bidder will be informed in writing by the Corporation for arranging site inspection of the offered hotels. 12. Income-Tax and Statutory clearances shall be obtained by the bidders at their own cost as and when required. All payments to the successful vendor shall be made by NEFT only. 13. The financial bids will be opened only if at least two Technical Bids are found suitable. In any case single Financial Bid shall not be opened. Single valid tender or offer from State / Central / Agencies / Undertakings may however, be opened by the Zonal Purchase Committee / Divisional Purchase Committee. 14. The Hotel should have good frontage and proper access 15. The particulars of amenities provided / proposed to be provided in the hotel should be furnished in the technical bid. 16. The tenderer should not have been black listed by any of the Government /PSU and no case should be pending or filed or pending in any courts for any illegal activities. 17. Tenders from intermediaries or brokers will not be entertained. 18. The Hotel rooms offered should be in good and ready to occupy condition. The rooms should be ready for occupation within 10 days after the acceptance of their offer by LIC. 19. It may be noted that no negotiations will be carried out, except with the lowest tenderer and therefore most competitive rates should be offered. 20. Rate quoted should be per room per month inclusive of all taxes and other charges if any. Nothing extra will be paid other than the monthly lease rent. Lease rent is payable after completion of each month. 21. Lease period : Minimum period of lease will be Three years and minimum notice period of Three months from either side for termination of agreement. The lease period will be extendable for mutually agreed period & escalation in rent. 22. Income Tax : will be deducted at source at prevailing rate. 23. No advance shall be payable by LIC. 24. Water Supply : The owner should ensure and provide adequate supply of drinking water and water for W.C & Lavatory to the rooms throughout the lease period. 25. Electricity : The building should have sufficient electrical / power load / power back up, / Lifts sanctioned and made available to the LIC s guests. 26. Parking: The Hotel shall provide adequate four wheeler/ two wheeler parking for LIC s guests and no charges should be collected for parking. 27. LIC reserves the right to increase or decrease the number of rooms based on the experience with giving one months notice to the successful bidder. 28. The Hotel staff should be courteous with LIC s gests. No smoking and consumption of alcohol should be allowed in side the rooms. In case of any damage to the Hotel s property by the guests, the hotel authorities are free the collect the damages from the guests as in the case of hotel s customers and LIC is not responsible for the same. 10
29. The Hotel shall abide by the rules, guidelines, policies and procedures applicable to running a hotel business, follow the rules and regulations issued by the various Government Authorities under whose jurisdiction the lease agreement will fall, from time to time. 30. In case any dispute, the same shall be subject to the jurisdiction of Court at Nainital (i.e. place/circle, where agreement is signed) and Indian Law shall be applicable. Place: Signature of Bidder with seal Date : 11
TECHNICAL BID (To be submitted on the letter head of the bidder) S.No 1 Name and Address of the Hotel Description 2. Phone Nos. 3. Email ID 4 Contact Person with designation and Mobile No. 5 Total No. of Floors 6 Lift with generator facility available. 7 Generator supply given to rooms 8 Whether restaurant available. Timing of restaurant, Vegetarian or Non-Veg. Seating capacity of restaurant. Room service available. 9 Hotel distance from Bus stand 10. License Nos. to run Hotel Business from Government Authorities (Attach copies/ separate sheet) 11 Total build up area and No. of four wheeler parkings available for guests. 12 Total Number of Rooms with category and tariff charged for your customers for each type of rooms (Attach separate sheet) 13 Additional facilities such as Restaurants, Gym, Spa, Swimming Pools, indoor games, any other entertainment etc. available in the hotel. 14 Any discount allowed to LIC guests for the paid services. 15 Any welcome kit (Soap/Toothpaste) given to guests on arrival.furnish 12
the items in the welcome kit. 16 Whether news paper supplied to rooms. 17 Details of furniture and appliances provided in the room. 18 Locker facility is available for guests. 19 Cloak room facility available. 20 LCD TV with Cable TV connection 21 Room Nos. offered to LIC with Details such as floor No., No. of beds, Carpet area of room, furniture, other appliances etc available in the room. Attach Photos of rooms offered. 22 Laundry facility available 23 Whether emergency medical facility available or tie up available with any hospital nearby. 24 Total No. of persons available for room service. 25 Tourist car or van service available 26 Any other detail(s) other than the aforesaid you would like to add: Date: (Signature of authorized signatory) (Name of the authorized signatory) Seal: 13
FINANCIAL BID TO BE SUBMITTED BY THE BIDDER UNDER TWO BID SYSTEM ============================================ THE ENVELOPE II CONTAINIG FINANCIAL BID IS TO BE OPENED AFTER SCRUTINY OF TECHNICAL BIDS, INSPECTION OF HOTELS AND SHORTLISTING THE HOTELS. Financial bid for Hiring of Hotel Rooms for use as Holiday Homes at KANYAKUMARI to be submitted by the vendor (The rate quoted shall be inclusive of all taxes) Name and Address of Hotel : Sl. No Room Room No.. Room rent per room per month (all inclusive) Rs. Total Rs. Total Total in words (Please quote rate for one room for one month all inclusive) The offer should remain valid at least for a period of 03 months ( three ) to be reckoned from the date of opening of Technical Bid. (Signature of authorized signatory) (Name of the authorized signatory) Date: Seal: 14