(A Government of India Enterprise) SBU : Logistics Infrastructure, Kolkata-700 001. TENDER FOR ENGAGEMENT OF CAR SERVICE PROVIDER FOR HIRE OF CARS AT VISAKHAPATNAM, ANDHRA PRADESH TENDER NO: MMLH/CAR/LT/01 DATED : 25.02.2015 DUE DATE : 11.03.2015 AT 03.00 P.M. Tender No.MMLH/CAR/LT/01 Signature & Stamp of the Bidder Page 1 of 7
(A Govt. of India Enterprise) SBU : Logistics Infrastructure, Kolkata 700 001. Ref.:MMLH/CAR/LT/01 Dated: 25.02.2015 Due on : 11.03.2015 at 03.00 p.m. NOTICE INVITING TENDER FOR ENGAGEMENT OF CAR SERVICE PROVIDER FOR HIRE OF CARS AT VISAKHAPATNAM Balmer Lawrie & Co. Ltd., a Government of India Enterprise, under the administrative control of Ministry of Petroleum & Natural Gas, is interested in having car hiring services (both for AC and non-ac cars) on a regular basis for their visiting officials at Visakhapatnam from reputed car service providers. Accordingly, Sealed Offers are invited from interested bidders for offering cars on hire at Visakhapatnam. Tender document detailing terms and conditions may be downloaded from our web site www.balmerlawrie.com. Scope of Service & Other Terms The Service Provider would be required to provide all the models (both for AC & Non-AC) available in the market (please refer to Annexure-1). Booking may be given 24x7 a week for the provision of service at the requested point 24x7 a week. Though in general bookings will be given at least 12 hours in advance, in emergencies, bookings may also be given in short notice of 2 (two) hours. The agency will provide the service of highest standards in terms of punctuality, upkeep & mechanical performance of the vehicle and tidy & well-behaved drivers. The transporter shall be exclusively liable for all claims, suits, accidents, penalty etc. arising during the contract period. In case of any breakdown, accident or otherwise, of the hired car(s), the agency shall immediately replace the same by a vehicle with similar models free of charge and under no circumstances, Company s job should suffer. Moreover, the Company shall not be responsible for any compensation in the event of damage to the vehicle. The entire responsibility of loss and damage shall be on Service Provider s account. The Service Provider shall have to pay regular and full wages to the driver/s and will comply with all other legal obligations. The Agency shall defend and be exclusively liable for all claims, suits, accidents, penalty, Insurance, PF, ESI of Drivers & others etc. arising during the contract. The Company will have no liability whatsoever on the same. PRE-QUALIFICATION CRITERIA 1. The cars, both AC and Non-AC, being offered for rental should be in excellent running condition and should be March 2014 or later models. Relevant documents in support thereof to be submitted.. 2. The Service Provider should have at least 3 (three) cars registered in his / their name and should have registration for commercial use (relevant documents are to be provided). Tender No.MMLH/CAR/LT/01 Signature & Stamp of the Bidder Page 2 of 7
3. The Service Provider may have tie ups with other transporters for hiring cars, so that in the event of requirement of cars exceeds 3 (three) at one point of time, the same can be arranged through other service providers. Proof of tie ups, if any, needs to be provided. 4. All the cars should have valid Tax Tokens, Comprehensive Insurance Policies, Pollution Under Control Certificates and/or any other relevant documents. Relevant documents are to be provided. 5. The bidders should have PAN Card. Copy of the same to be submitted along with offer. 6. Bidders should preferably have Service Tax Registration. Document to be provided as proof. In the event the L1 Bidder, as on date of submission of the bid, does not have Service Tax Registration, the same should be initiated before the award of Contract (d ocuments to be provided as proof before award of contract). Earnest Money Deposit The bidders should submit an interest-free Earnest Money of Rs.3,000/- (Rupees three thousand only) in the form of Pay Order/Demand Draft drawn in favour of BALMER LAWRIE & CO. LTD. payable at Kolkata. EMD of the unsuccessful bidders will be returned on finalisation of the Tender. In case any bidder revokes or withdraws its offer within the validity of the offer, Balmer Lawrie will be at liberty to forfeit the Earnest Money Deposit Offers without EMD will be summarily rejected. Registered Micro and Small Enterprises shall be exempted from furnishing EMD subject to their submission of proof of their valid registration details. EMD is liable to forfeiture in the event of a) Withdrawal of offers during validity period of the offer b) Non acceptance of orders by the bidder within the stipulated time after placement of LOI / Purchase order c) Any unilateral revision made by the bidder during the validity period of the offer d) Non-execution of the prescribed documents after acceptance of the contract e) Non-submission of Security Deposit. Validity of offer The offer should be valid for 90 days from the due date of the tender and the rates once submitted, the bidders will be allowed to modify the rates in any manner. Period of contract The contract will remain valid for one (1) year from the date of awarding the contract to the successful bidder with an option to extend the contract for another one year on the same terms & conditions. Corrigendum to tender: The bidder has to keep track of any changes by viewing the addendum / Corrigendum's issued by the Tender Inviting Authority on time-to- time basis. The Company (Balmer Lawrie) shall not be responsible for any claims/problems arising out of this. Bid Rejection Criteria A bid may be rejected i. If the bidder fails to submit the Earnest Money Deposit (EMD) amount along with the bid. ii. If deviations from the terms mentioned in the document affects in any way the scope, quality and performance. iii. If Conflict of interest between the bidder and the Company is detected at any stage. Documents required to be submitted Bidders should provide copies of updated necessary papers related to Car Registration, Comprehensive Insurance Policy, Trade Licence etc. Tender No.MMLH/CAR/LT/01 Signature & Stamp of the Bidder Page 3 of 7
Quoting of Rates The bidders are required to submit their bids in Annexure-1. The bidders are also required to furnish the details in the Tender Form marked as Annexure-2. Terms of Payment The payment by cheque / NEFT / RTGS, will be made after 15 days from the date of submission of bill on a monthly basis, along with authenticated supporting documents. Security Deposit An interest free Security Deposit (SD) equivalent to 5% of the basic order value to be deposited within 15 (fifteen) days from the date of issuance of Work Order by the successful bidder by way of Pay Order / Demand Draft in favour of Balmer Lawrie & Co. Ltd., payable at Kolkata, The said deposit shall be released after a period of six months from the date of expiry of the contract after adjusting claim, if any. Security Deposit may be deposited by way of Pay Order / Demand Draft in favour of Balmer Lawrie & Co. Ltd., payable at Kolkata. The EMD may be adjusted against SD on request of the successful bidder. In such event the successful bidder would be required to submit a request letter for conversion of EMD to SD and arrange payment the differential amount in the form of DD in favour of Balmer Lawrie & Co. Ltd. payable at Kolkata. General Terms & Conditions (1) All the pages of the bids including Annexures 1 & 2 should be signed and stamped by the authorised signatory(ies) and put in an envelope along with original DD for EMD, sealed, superscribed with Tender Reference Number, Due Date and Subject of Tender" and submitted within the due date and time to the Tender Inviting Authority at the address mentioned in the NIT. The Bids can also be dropped in the Tender Box kept on the 2 nd Floor of our Corporate Office at Kolkata 700 001 within the Due Date and Time. (2) The Company reserves the right to terminate the contract with one month s notice at any time during the contract period without assigning any reason whatsoever and in such event, the Service Provide will not be entitled to any compensation for the reason of early termination of this contract. (3) Service tax shall be paid extra as applicable. (4) All the bookings given will be generally accepted by the Service Provider and in case of nonavailability of own vehicle with them, it will be the responsibility of the Service Provider to arrange any substitute vehicle whether of the requested class / model or of a higher class / model at his own cost and we will be billed only for the requested class / model irrespective of the fact that the car has been arranged by the agency from the market. (5) In case of any default in provision of the highest quality of service and/or nonacceptance/cancellation of any booking by the agency, a penalty as decided by the management will be imposed on the Service Provider. (6) The Service Provider should make all payments to the drivers. The Company will have no liability whatsoever for any payment other than the rental charges for actual usage of car to the Service Provider only. (7) Engine Oil/Gear Oil/wear and tear parts and complete vehicle maintenance for smooth running of the vehicle will be on Service Provider s account. (8) The driver running the car should have valid driving licence and the vehicle should be registered with concerned authorities of Central/State Government (RTO). At any point of time, the vehicle should carry valid road permit (tourist), pollution control certificate, necessary insurance policy papers. (9) If the hired vehicle is not in running condition, replacement vehicle will be provided at no extra cost. In the event of non-replacement, the Company may hire a similar type of vehicle from the market and the differential (if any) will be recovered from contractors account. Tender No.MMLH/CAR/LT/01 Signature & Stamp of the Bidder Page 4 of 7
(10) The Service Provider will have to provide an experienced driver and the driver should be covered by adequate accident insurance policy. In the event of any accident causing personal injury to the driver or the vehicle, the Company will not be liable for payment of any compensation/claims whatsoever. (11) The vehicle shall be kept neat and clean and in perfect running condition provided with basic amenities like neat and clean upholstery. Regular servicing and maintenance of the vehicle as required as well as replacement of parts, if required, will be to Service Provider s account and will be carried out by the contractor. (12) The driver must observe all the etiquette and protocol while performing the duty. He must be neatly dressed and well behaved. He must carry a mobile phone in working condition, for which, no separate payment shall be made by the Company. (13) A record indicating time and mileage for the vehicle shall be maintained separately in a log book and he has to obtain the signature of users against each entry. (14) The rate quoted for the vehicles should be firm for one year from the date of effect of the contract. However, in case of increase / decrease in the price of fuel of minimum Re.1/- per litre, the price is variable to the extent of actual distance travelled as per the formula mentioned below : Revised (Increased/Decreased) fuel prices (X) - Fuel prices prevailing as on date of submission of bid ** Average KM (as declared by the bidder) = Increase / Decrease (in Per Km Cost) X = Price of fuel on the first day of the month to which the bill pertains-base Price *** ** Bidder has to provide documentary evidence of fuel price prevailing on the day of his offer. *** The Service Provider needs to submit documentary evidence of fuel price along with monthly Bill. Cost of fuel will be the cost at any PSU Oil Company Retail Outlet at Visakhapatnam. (15) Toll, Parking charges if any will be reimbursable on production of certified documentary evidence. (16) In the event of the award of the contract and prior to execution of the contract, the successful Service Provider shall be required to submit copies of the Registration Certificate and comprehensive Insurance Policies of the concerned vehicle being offered for hire and particulars with photograph of the driver dedicated to the vehicle. (17) L1 bid will be evaluated based on the rates. However, in case of more than one L1 bidder for any item or the all the items, all original L1 bidders will be asked to submit fresh price bids in sealed envelopes to determine the final L1 bidder for award of order. For any clarifications / queries, please contact Shri S. P. Ghosh on mobile no.+91 9007108011 (from 10.00 a.m. to 06.00 p.m. Monday - Friday). for Balmer Lawrie & Co Ltd Manager (New Initiatives) NOTE 1. Bids of any Bidder may be rejected if a conflict of interest between the bidder and Company (Balmer Lawrie) is detected at any stage. 2. All the bids will be evaluated based on Pre-qualification and other criteria as mentioned in this NIT. Tenders of those bidders who are not meeting the pre-qualification criteria may not be considered for commercial evaluation. 3. Balmer Lawrie reserves the right to cancel the tender/reject the offers without assigning any reason whatsoever. 4. Tender if submitted through e-mail or fax shall be summarily rejected. Likewise, submission of incomplete tender shall lead to cancellation of the bid(s). Tender No.MMLH/CAR/LT/01 Signature & Stamp of the Bidder Page 5 of 7
Annexure -1 (A Govt. of India Enterprise) Logistics Infrastructure, Kolkata 700 001. SCHEDULE OF RATES Sl. No. Type of Vehicle Booking for Minimum Hours Rate per km (Rs) Rate per hour (Rs) Whichever is Higher Rate for Airport Pickup / Drop (Rs) 1. Indica / equivalent (Non-AC) 2. Indica / equivalent (AC) 3. Indigo / Dzire / Manza / Logan / Ikon / equivalent (AC) 4. City / Logan / Ikon / equivalent (AC) 5. Innova / Bolero / Endeavor / equivalent (AC) Place : Signature: Date: Name : Office Seal: Designation: Tender No.MMLH/CAR/LT/01 Signature & Stamp of the Bidder Page 6 of 7
Annexure-2 (A Govt. of India Enterprise) Logistics Infrastructure, Kolkata 700 001. TENDER FORM 1. Name of the Company 2. Address 3. Contact Details Telephone Fax No. E-mail ID Mobile No. 4. Trade Licence Details, if any [photocopy to be enclosed] No. Date of Issue Valid Upto Issuing Authority 5. Statutory Clearance Certificate details [Details to be enclosed] PAN No. Profession Tax Regn. No. VAT Regn. No. Service Tax Regn. No. 6. Key person of the organisation Name Designation Contact Telephone No. Mobile No. 7. Details of experience with specific name of the Clients (Please submit proof.) If you wish to give any further information, which will highlight your capabilities, kindly attach separate sheet(s). Office Seal Signature Name Date : Designation Tender No.MMLH/CAR/LT/01 Signature & Stamp of the Bidder Page 7 of 7