IDBI Bank Ltd Administration Department

IDBI Bank Ltd Administration Department Tender for Empanelment of Hired Car Agencies for providing Cars on Hire basis to IDBI Bank Ltd, Corporate Center, Mumbai IDBI Bank Ltd invites sealed tenders from established and reputed Hired Car Providers having sufficient experience of rendering hired car services to big corporates / banks/ financial institutions, for its Corporate Center at IDBI Tower, WTC Complex, Cuffe Parade, Mumbai-400 005. Eligibility / Pre-qualification criteria : 1. The hired car agency may be a proprietorship/partnership/company and should be in business of hiring of cars for the last 5 years as on March 31, 2017. 2. The agency should have a fleet of minimum 8 passenger cars consisting of at least 4 deluxe cars, viz. Swift D'Zire/ Etios and remaining 4 cars such as Honda City,AItis, Camry and Innova. Vehicles should be registered as commercial/tourist vehicles in the names of the agencies or their directors, partners, proprietors/spouse. 3. The agency should have been empanelled by atleast three corporate clients during the last three FYs ending 2016-17 with each client having empanelment for not less than duration of one year (Work orders to be attached). 4. The agency should have garage in areas from Cuffe Parade to Dadar, Sion, Wadala, Chembur, Bandra, Santacruz, Andheri, Vashi and should have Infrastructure in place, including its well managed office with necessary staff, phones/mobiles/email facilities etc., competent enough to respond at short notices for service needs on round the clock basis. 5. The agency should be duly registered under the Shops & Establishments Act and /or any other applicable laws and conform to all such rules / policies of RTO/State Government that may be necessary for running the business of car supply on hire. The relevant registration/ permission should be valid as on the date of submission of the Bid. 1

6. The agency should be registered for the purpose of Service Tax and VAT/Sales Tax/proposed GST, as applicable. 7. Agency should be a profit making organization for the last three financial years ending 2015-2016 and should have filed ITR for the last three FYs ( ITR copies for FY 2013-14, 2014-15 & 2015-16 to be submitted). 8. Agency should have average annual turnover of not less than Rs. 30 lakh during the last three financial years ending 31st March, 2016 (P&L Accounts to be submitted) 9. The Bidder should not have been blacklisted by any Govt., Quasi Government / PSUs / Banks for corrupt or fraudulent practices or non-delivery or nonperformance during the last 3 years as on the date of issuance of the Tender. (Self-declaration on letter head to be submitted). 10. Agency should be in a position to extend services in all the categories as per format for the Financial Bid. 11. The Earnest Money Deposit (EMD) amounting to Rs.50,000/- (Rupees Fifty thousand only) must be deposited by the bidder through electronic mode (NEFT) to IDBI Bank s Current Account No 0126102000001663, IFSC code IBKL0000126 at its branch situated at Cuffe Parade, Mumbai 400005. Tenders not accompanied with EMD s receipt will not be considered. EMD shall not carry any interest and EMD of the unsuccessful bidders would be refunded only after finalization of the tender or within 90 days from the date of opening of Part-I of the tender, whichever is earlier. EMD of successful bidder will be converted to Security Deposit, if the work order is awarded. The Security Deposit will not be earning any interest and shall be refunded after successful completion of contract period. 2

Procedure for submitting tender: The Tender shall be submitted in two parts viz. Part I (Technical bid) and Part II (Financial bid) in two separate covers which are to be sealed and put together in a master envelope super-scribed with the words Tender for Empanelment of Hired Car Agencies for providing Cars on Hire basis to IDBI Bank Ltd, Corporate Center, Mumbai. Master Envelope super-scribing Tender for Empanelment of Hired Car Agencies for providing Cars on Hire basis to IDBI Bank Ltd, Corporate Center, Mumbai addressed to the Deputy General Manager (Administration), IDBI Bank Ltd., to be dropped only in the tender box placed on 4 th floor of IDBI Tower, WTC, Cuffe Parade, Mumbai 400 005 up to 3.00 p.m. on May 29, 2017. Tenders received after the cut-off time will not be considered, even if the EMD amount has been remitted by the tenderer in advance. Under no circumstances tender should be sent by Courier / by Post or be handed over to any official of the Bank. IDBI Bank will not be responsible for any tender received through courier / by post or hand delivery. Part-I (Technical Bid) Technical bid shall be furnished in a sealed /closed cover super-scribing, Tender for Empanelment of Hired Car Agencies - Technical Bid. The Earnest Money Deposit (EMD) amounting to Rs.50,000/- (Rupees Fifty thousand only) must be deposited by the tenderer through electronic mode (NEFT) to IDBI Bank s Current Account No 0126102000001663, IFSC code IBKL0000126 at its branch situated at Cuffe Parade, Mumbai 400005. The receipt so obtained may be submitted in Envelope 1 (Technical Bid) of the tender. Tenders not accompanied with EMD s receipt will not be considered. Technical bids will be opened at 3.10 p.m. on the same day i.e. May 29, 2017 in the presence of the Tender Committee members and the bidders or their representatives, for pre-qualification of the bidders. The bidder shall furnish the following documents duly signed by the bidder/its authorised signatory. 3

Documents comprising the Technical Bid : The Technical Bid shall comprise the following Documents/Information: Technical Bid Checklist 1 a)organizational profile and Year of establishment (proof to be attached). self attested copy of deed of partnership, if the bidder is a partnership concern; b)details (mobile / email) of the contact person. c)self attested copies of certificate issued in the name of the company under shops and Establishment Act; RTO registration. 2 a)business and Operational Details like Annual Turnover and P&L A/C for the last 3 financial years (ending FY 2015-16). Self attested copies of financials to be attached. b)self attested copies of ITR submitted for the last 3 financial years (ending FY 2015-16). 3 a)declarations on letterhead of the bidder that it has never been involved in any illegal activity or financial frauds. b)declaration on letterhead of the bidder that its contract in the past was not terminated during the contract period due to unsatisfactory performance, nor it refused to continue the hired car services for IDBI Bank after the contract was awarded by the Bank in the past. 4 a)copies of work orders / Certificates from three Corporate clients (each client covering period of not less than one year) with whom agency is empanelled during last three years ending FY 2016-17. 5 a)copies of PAN and Service Tax Registration ( to be submitted ) 6 The Earnest Money Deposit (EMD) amounting to Rs.50,000/- (Rupees Fifty thousand only) must be deposited by the bidder through electronic mode (NEFT) to IDBI Bank s Current Account No 0126102000001663, IFSC code IBKL0000126 at its branch situated at Cuffe Parade, Mumbai 400005. The receipt so obtained may be submitted in Envelope 1 (Technical Bid) of the tender. Tenders not accompanied with EMD s receipt will not be considered. 7 The bidders must enclose the copy of terms & conditions of the Tender duly signed (all pages) by the authorized person(s). 4

Notes: a) It may be noted that tenders not accompanied by any one of the above documents or satisfactory explanation thereof will be liable for rejection forthwith. b) Document mentioned above from (1) to (7) may be submitted in serial order. c) Bidder shall satisfy pre-qualification criteria to qualify for participating in the Financial Bid. d) Technical Bid (Cover I) shall not contain the Financial Bid. Part-II (Financial Bid) This Sealed Cover forming Part II of the Tender should be super-scribed with the words Tender for Empanelment of Hired Car Agencies Financial Bid. Rates for various categories of hired car services are to be indicated in the format as given in Annexure IV. Covering letter for Financial bid (Annexure II) should be duly signed by the authorized person(s) of the bidder. This cover will be opened on a subsequent date, after short-listing the bidders, based on technical bids scrutiny. Notes: a) Only bidders, short-listed on the basis of the Technical bid shall participate in the Financial Bid. b) IDBI Bank Ltd shall have the right to decide the omission of the participating bidders on the basis of Technical Bid, without giving explanation to anyone of the participants or any other parties and also exclude them on the basis so decided by the Bank to participate in the Financial Bid. c) All the pages of the Tender shall be signed by the authorized person(s) of the bidder. All documents submitted should be self attested with the seal of the bidder. 5

Annexure I Covering Letter for Technical Bid (To be submitted on letterhead of the bidders along with Technical Bid) The Deputy General Manager, Administration Department IDBI Bank Limited, 4 th Floor, IDBI Tower, WTC Complex, Cuffe parade, Mumbai -400 005. Dear Sir Tender for Empanelment of Hired Car Agencies for Providing Cars on hire basis to IDBI Bank Ltd, Corporate Center, Mumbai Technical Bid 1. Having gone through the tender document including terms and conditions for the aforesaid job (enclosed with this form), we offer to execute whole of the job in conformity with the said Bid Documents. 2. We confirm that this bid is valid for a period of three months from the date of opening of Tender. Signatures of authorized signatory: Name of the Signatory: Seal of the Agency: Dated this Day of May 2017 6

Annexure II COVERING LETTER FOR FINANCIAL BID (To be submitted on letterhead of the bidders along with Financial Bid) Date.. The Dy. General Manager, Administration Department IDBI Bank Limited, 4 th Floor, IDBI Tower,WTC Complex, Cuffe parade, Mumbai -400 005. Dear Sir, Tender for Empanelment of Hired Car Agencies for Providing Cars on hire basis to IDBI Bank Ltd, Corporate Center, Mumbai Financial Bid 1. We agree and undertake to abide by the bid terms of IDBI Bank including the rates quoted (as per Annexure IV) therein for the job awarded by IDBI Bank up to the period prescribed in the Bid, which shall be final, conclusive and remain binding upon us. 2. We agree and undertake that, in competing for (and, if the bid is accepted by you) the above contract, we will strictly observe the laws inter alia, in particular, against fraud and corruption in force in India namely Prevention of Corruption Act, 1988 and similar laws and also strictly abide by and observe all the applicable laws. 3. We agree that the offer of the contract, based on the lowest bid price in each category of service or any other price to be decided by the Bank, issued to the agencies to be empanelled would need to be accepted within seven working days from the date of issue of the offer. Failure to accept the offer within this period will result in cancellation of the offer. 4. We agree and confirm that Bank is not bound to accept the lowest or any other tender Bank may receive and reserve the right to reject all or any bid or cancel/re-issue the Tender without assigning any reason whatsoever. Any decision in this regard by the Bank shall be final, conclusive and binding on us. Signatures of authorized signatory: Name of the Signatory: Seal of the Agency Dated this Day of May 2017 7

Annexure -III Terms and conditions 1. Conditional tenders will not be accepted and will be summarily rejected. 2. Bank reserves the right to empanel one or more car rental agencies (maximum up to 5) located at different parts of the city depending upon Bank s requirement, provided they are willing to accept the counter offer based on the lowest rates in each category. 3. The lowest rates in each category will be determined from out of the quotations received from technically qualified bidders. The agencies, not exceeding five (5), willing to extend their services at the determined rates will be issued offer for empanelment. In case agencies qualified in tender are more than bank s requirement the agencies with higher turnover will be given preference. The offer based on the lowest bid price in each category or any other price to be decided by Bank would need to be accepted within seven working days from the date of issue of the offer. Failure to accept the offer within this period will result in cancellation of the offer. 4. The contract will be valid initially for 2 years, extendable further for one more year subject to review of performance on the same terms and conditions, at the sole discretion of Bank. 5. The agency shall have all necessary mandatory approvals/certificates/ registration etc. 6. All the vehicles supplied to Bank will be registered as Commercial/Tourist vehicles and shall have comprehensive insurance cover with adequate clause to cover the passenger. 7. The bills along with Duty Slips duly signed by the user should be submitted by the agency on fortnightly / monthly basis and the payment shall be made within 15 working days from the date of receipt of the bills, after all applicable statutory deductions such as Tax deducted at source etc. 8. Time and mileage both from garage to garage and from pick up to drop point including all corrections / overwriting recorded in Log Sheet / Duty Slip should be approved by the car user. Otherwise, bills will not be accepted. Payment will be made for the time and mileage from garage to garage. Actual 'Toll/ Parking charges, if any will be reimbursed on submission of original receipts. 8

9. Monthly contract The car will have to be parked at the residence of the u ser and the payment will be made for time and mileage from user's residence to residence. lf the vehicle is surrendered to the agency by the user for a continuous period of 5 days or more during the month, the payment will be made on pro-rata basis i.e. (monthly lump-sum charges / 26 or 30 or 3 1 days as the case may be) x Actual no. of days used. Monthly lump sum Kms will al so be reduced proportionately i.e. (monthly lump sum Kms /26 or 30 or 31 days as the case may be) x Actual no. of days used and extra Kms, if any i.e. (Actual Kms used less proportionate Kms) will be paid. 26 days in a month will include Saturdays/Sundays/Holidays. 10. The Bank gives no guarantee about the definite volume of work to be entrusted to the agency at any given time or even throughout the tenure of the contract. 11.The vehicles should be in good condition and not older than 4 years ( 2 years for special duty ). In case the vehicle is withdrawn for maintenance, repairs, breakdown etc., a suitable substitute vehicle should be provided. 12. The drivers should possess valid driving license. The drivers shall be well behaved, in proper uniform with identity card indicating hi s name and the name of the agency while on duty and shall have mobile phone with them. The agency shall change the driver on specific request. if any, of Bank. 13. The drivers shall not enter the office premises/floors of Bank. for any other reasons except for attending to the services of the officers to whom the agency 's car is allotted for services. 14.Agency should comply with local laws and provisions relating to employment of drivers. 15. Any damages/repairs to the cars shall be borne by the agency. 16.No escalation in rates on any account will be permitted during the Contract period. 17.Receipt for deposit of Rs. 50,000/-(Rupees Fifty thousand only) through NEFT in favour of IDBI Bank Ltd., towards Earnest Money Deposit (EMD) is to be attached with the Part-1 ( Technical Bid ). It ma y be noted that the EMD shall not carry any interest and that EMD of the unsuccessful bidders would be refunded only after finalization of the tender or within 90 days 9

from the date of opening of Part-I of the tender, w hichever is earlier. Tenders without EMD would not be considered. EMD of successful bidder will be converted i n to Security Deposit, if the work order is awarded. The Security Deposit will not be earning any interest and shall be refunded after successful completion of contract period. 18. Bank reserves the right to reject the lowest or any other or all bid or cancel the Tender if number of agencies available to be empanelled at their rate is insufficient to meet Bank's need \ without assigning any reason whatsoever. Bank also reserves the right to reissue/recommence the tender process. Any decision of Bank in this regard shall be final, conclusive and binding on the agencies. 19. In the event of unsatisfactory services and repeated failure of the agency to provide cars against requisitions, the agency shall be served with two warning letters before terminating the contract. Nevertheless, Bank reserves the right to terminate the contract at any time without any notice or assigning any reason whatsoever. Dues on pro-rata/mileage basis may be settled till the date of termination of the contract and the decision of Bank in this regard will be final and binding. 20.ln case any information/document is/are found to be false or incorrect at a later stage also it shall invite immediate disqualification termination of the contract. EMD/Security Deposit in such cases will be forfeited. The original documents will be verified / scrutinized during the tendering process. 21.The Bank reserves the right to cancel the empanelment of any of the agencies by giving one month s notice in writing without assigning any reason whatsoever. We have read the above terms and conditions and accept the same. Signature of the Authorized Person (Name of Signatory) Seal of Agency Date : Day of May 2017. 10

Annexure IV FINANCIAL BID FORMAT FOR QUOTING RATES: Agency should quote for each type of duty mentioned below : Nature of contract / arrangement Deluxe Swift D zire / Etios Super Deluxe Honda city AC CARS Corolla Altis Camary or Equivalent Innova Monthly Contract (26 days and 12 hrs a day) - Fixed charge for minimum 2000 kms. Rs. Rs. - Rate per extra km beyond 2000 kms. Rs. Rs. Not to Not to be Not to be - Rate per extra hr beyond 12 hrs per day Rs. Rs. be quoted quoted quoted - Rate per extra day (12 hrs) beyond Rs. 26 days - Minimum mileage per day for KM outstation tour,if Rs. KM Any which will be included in 2000 kms. - Drivers allowance for outstation tour Rs. per day Rs. Monthly Contract (Full month and 12 hrs a day) - Fixed charge for minimum 2000 kms. Rs. Rs. - Rate per extra km beyond 2000 kms. Not to be Rs. Rs. Not to be Not to be - Rate per extra hr beyond 12 hrs per quoted Rs. Rs. quoted quoted day - Minimum mileage per day for outstation tour, if KM KM Any which will be included in 2000 kms. - Drivers allowance for outstation tour Rs. Rs. per day On daily basis long duty (8 hrs / 80 Rs. Rs. Rs. ---- Rs. kms) Fixed - Rate per extra km Rs. Rs. Rs. ---- Rs. - Rate per extra hr Rs. Rs. Not to Rs. ---- Rs. On daily basis Short duty (5 hrs / 55 Rs. Rs. be Rs. ---- Rs. kms) Fixed quoted - Rate per extra km Rs. Rs. Rs. ---- Rs. - Rate per extra hr Rs. Rs. Rs. ---- Rs.

Outstation Duty - Minimum chargeable kms per day KM KM KM KM KM - Rate per km Rs. Rs. Rs. Rs. Rs. - Driver s allowance per day Rs. Rs. Rs. Rs. Rs. Special Duty (Cars less than 3 years old uniformed driver etc.) for IDBI Directors and dignitaries On daily basis long duty ( 8 hrs / 80 kms)-fixed Rs. On daily basis Short duty ( 5 hrs / 55 Not to be Not to be Rs. Not to be Not to be kms)-fixed quoted quoted quoted quoted - Rate per extra km Rs. - Rate per extra hour Rs. Outstation Duty - Minimum chargeable Kms per day KM - Rate per km Rs. - Driver s allowance per day Rs. Pick up and Drop to Domestic Airport Rs. Rs. Rs. Rs. Rs. - IDBI Tower Pick up and Drop to International Airport - IDBI Tower Rs. Rs. Rs. Rs. Rs. Outstation duty shall be considered beyond Virar on Western line: Panvel on Harbour line and Kasara on Central line Note: 1. The service tax, if any applicable to the service charge as per prevailing statutory provisions will be paid by the Bank. No other taxes or charges will be borne by the Bank. Agencies may therefore quote the rates after taking all tax burdens (including proposed GST) into account. 2. The best competitive rate in each category will be determined from the quotations received from technically qualified bidders. The Agencies (not exceeding three) willing to extend their services for all categories at the above determined rates will be issued offer for enlistment. The offer based on the best competitive rate discovered in each category or any other price to be decided by Bank would need to be accepted within seven working days from the date of issue of the offer. Failure to accept the offer within this period will result in automatic cancellation of the offer. 3. The terms and conditions contained in the tender document are acceptable to me/us. Date : Place : Signature of the authorized signatory of Agency Official seal/ stamp