Life Insurance Corporation of India THANJAVUR DIVISIONAL OFFICE JEEVAN PRAKASH, 159,GANDHIJI ROAD, THANJAVUR-613001. Phone:04362-233677 WANTED HOTEL ROOMS AT VELANKANNI FOR THE USE OF HOLIDAY HOMES ON LEASE BASIS LIC of India intends to hire hotel Rooms for the use of Holiday Homes at Velankanni on lease basis which should be ready to occupy condition.for complete details and tender applications please log on to www.licindia.in and go to Tenders and click on the link Advertisement for hiring of Hotel rooms at VELANKANNI for the use of Holiday Homes on lease basis or directly receive the applications from above office Date:04.05.2018 Sr. DIVISIONAL MANAGER 1
Life Insurance Corporation of India intends to hire Hotel Rooms from Individuals / Firms / Companies for use as Holiday Homes at Velankanni which should be ready to occupy condition. The tender process under Two Bid system as per details given below : Number of rooms required Two Air Conditioned rooms (with 2 beds) preferably near to Basilica or Seashore. The rooms should have facilities like Intercom, Hot water, RO water, LED TV. Location VELANKANNI The Hotel / Holiday homes should be ideally located in the prime place of VELANKANNI preferably near to Basilica or Seashore. Good connectivity to bus stand, railway station. Remarks 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 fulfilling the above requirements are requested to collect the tender documents from the office at the above address. The tender documents will be issued from 05.05.2018 TO 25.05.2018(between 11.00 AM and 3.00 PM on week days (excluding Holidays,Sundays and 2 nd and 4 th Saturdays) (or) you may also log on to www.licindia.in and go to tenders and 2
click on the link Advertisement for hiring hotel rooms at VELANKANNI for use as Holiday Homes on lease basis for complete details. The last date for submission of duly filled in tender application is 28.05.2018 up to 12.30 PM. The Technical Bids will be opened on the same day i.e 28.05.2018 at 3.30 PM in the presence of bidders or their authorized representatives who may wish to be present. LIC of India reserves the right to accept or reject any or all offers in full / part without assigning any reasons whatsoever. Sr.DivisionalManager 3
TENDER SCHEDULE S.No. DESCRIPTION 1 Name of work Tender for Hiring of Hotel Rooms at VELANKANNI for the use of Holiday Homes on lease basis. 2 Tender document Can be collected from the LIC Thanjavur Divisional office or to be downloaded from LIC of India website www.licindia.in (Tenders-link ) 3 Issue of tender document From 05.05.2018 TO 25.05.2018 between 11.00 AM and 3.00 PM on week days ( excluding Holidays, Sundays and 2 nd and 4 th Saturdays) from the above office. 4 Last Date of submission of tenderon 28.05.2018 up to 12.30 pm. document. 5 Date & Time of opening of TechnicalOn 28.05.2018 at evening 3.30 pm itself. Bids 6 Date & Time of opening of FinancialShall be intimated later on. Bids. 7 Time Limit for handing over possessionwithin a week time from the date of of the premises. receipt of acceptance letter. 4
8 Lease period / Contract period Initially for a period of three years and as Mentioned in the terms and conditions of the contract. 9 Application Fee On payment of n o n r e f u n d a b l e t e n d e r f e e of Rs. 100/- (Rupees one hundred only) in cash at the cash counter of THANJAVUR DO or DD drawn on any nationalized/scheduled Bank in favour of Life Insurance Corporation of India payable at THANJAVUR from the office at the above address. A receipt showing miscellaneous receipt will be issued through the cash department. For the tender forms downloaded from website, DD for Rs 100/- (nonrefundable) payable at THANJAVUR to be enclosed along with Technical Bid towards the cost of tender application. 5
9 EMD EMD of Rs. 5000/- (Interest free) Rs. Five thousand only by Demand Draft in favor of LIC of India, payable at THANJAVUR should be enclosed along with the Technical Bid. The application without EMD will not be considered for Technical Bid. 10 Notice period for Termination of03 (Three) months. contract for both side. 11 Validity of tender 06 (Six ) months from the date of opening of Technical Bid. Date : Sr. Divisional Manager 6
HIRING OF HOTEL ROOMS FOR USE AS HOLIDAY HOMES AT VELANKANNI INSTRUCTIONS TO BIDDERS 1. The tender forms will be available from 05.05.2018 to 25.05.2018 between 11.00 AM and 3.00 PM on week days (excluding Holidays,Sundays and 2 nd and 4 th Saturdays). on payment of n o n r e f u n d a b l e t e n d e r f e e of Rs. 100/- (Rupees one hundred only) in cash at the cash counter of THANJAVUR DO or DD drawn on any nationalized/scheduled Bank in favor of Life Insurance Corporation of India payable at THANJAVUR from the office at the above address. A receipt showing miscellaneous receipt will be issued through the cash department. For the tender forms downloaded from website, DD for Rs 100/- (nonrefundable) payable at THANJAVUR to be enclosed along with Technical Bid towards the cost of tender application. 2. The last date for submission of duly filled in tenders (both technical and financial bids) is 28.05.2018 up to 12.30 PM. The duly filled tender applications received after the last date and time mentioned above will not be considered. 3.The duly filled in tender application s h o u l d be submitted to the E& OS D e p a r t m et, THANJAVUR Divisional Office addressed as under: The Divisional Manager (E&OS) L I C of India Jeevan Prakash Building, THANJAVUR Divisional Office, Gandhiji Road, THANJAVUR 613001 4. The technical bid will be opened on the same day i.e. 28.05.2018 at 3.30 PM in the presence of bidders or their authorized representatives who may likely to be present. After preliminary scrutiny of the technical bids, verification of credentials, site inspection will be done by our Divisional plot purchase committee members for assessment of technical suitability 7
of the premises offered by the applicant. Then the date of opening of financial bids will be intimated in writing to those bidders whose offers are found eligible by the committee. The financial bids of the eligible bidders will be opened in the presence of bidders or their authorized representatives who may likely to be present on fixed date. 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 duly filled in technical bid shall be submitted in sealed cover to be marked as (Envelope I ) and superscribed as Technical Bid for Hiring of Hotel Rooms at VELANKANNI for use as Holiday Homes on lease basis. 6. The price bid shall contain only financial details i.e., rate / rent per room per month inclusive of all taxes and other charges if any.. The duly filled in financial bid shall be submitted in sealed cover to be marked as ( Envelope II) and superscribed as Financial Bid for Hiring of Hotel Rooms at VELANKANNI for use as Holiday Homes on lease basis. 7. EMD of Rs.5000/- (Rupees Five thousand) in the form of Demand Draft / Pay Order in favour of Life Insurance Corporation of India payable at Thanjavur, shall be submitted in sealed cover to be marked as (Envelope III) and superscribed as Earnest Money Deposit for Hiring of Hotel Rooms at VELANKANNI for use as Holiday Homes on lease basis. 8
8. The address of the bidder should be written in the all three envelopes to be placed in a fourth envelope marked as (Envelope IV) and sealed and submitted to E& OS D e p a r t m e n t, THANJAVUR Divisional Office. The envelope must be super scribed as Bids for Hiring of Hotel Rooms at VELANKANNI for use as Holiday Homes on lease basis. and the last date for submission is 28.05.2018 up to 12.30 pm and to be opened on 28.05.2018 at 3.30 pm. Tender application received after 12.30pm on 28.5.2018 will be rejected. The Technical bid will be opened on the same day i.e 28.5.2018 at 3.30 pm. 9. 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 successful bidder shall be refunded separately or shall be refunded along with the first month rent. (iii) In case the lowest q u o t e d vendor / bidder should allot required rooms within 10 days from the date of receipt of acceptance letter failing which their EMD amount lying / retained with us shall be forfeited without any correspondence. Sr. Divisional Manager is the competent authority to refund / forfeit the EMD amount. (iv) Please note that no interest is payable on the EMDs. 10. The following documents should be enclosed along with the tender applications: 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. 9
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 and return if required by LIC of India before finalizing the contract 11. 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 lacking in details and without signatures are liable to be rejected. 12. Tenderers should note that their tenders should remain open for consideration for a minimum period of 06 (Six months) months from the date of opening of Technical Bids. 13. L I C o f I n d i a reserves the right to accept any tender or to reject any or all tenders at his sole discretion without assigning reasons thereof.. L I C o f I n d i a does not bind to accept the lowest tender. 14. The Hotel / Holiday homes should be ideally located in the prime place of VELANKANNI preferably close to basilica or seashore. Good connectivity to bus stand, railway station, temples, shops. 15. The Rate quoted should be rental charges of room and inclusive of all taxes if any per month per room except food and other charges. 16. Offer(s) incomplete or deficient, received late and/or not signed by the Bidder on all the pages shall not be accepted. 10
17. The contract shall be finalized subject to report of the committee constituted for inspection of the premises and verification of quality/services provided by the bidder. 18. 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 deed of contract on these lines may also be signed between the parties. 19. The bidder shall be prepared to provide well maintained Two A/C Rooms, preferably Sea facing 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. A r r a n g e m e n t o f Travel & Tour Facility. Car Parking. LED Colour Television with 24hrs Cable/Dish connection (All popular National/regional Sports, Entertainment channels) 24 Hours hot water and cold drinking and running water facility in the bathrooms with western type toilets. 24 Hours drinking water facility, hot and cold 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 11
20. 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. 21. The allotted rooms should not be reallocated to others by the service provider at any circumstances. 22. Successful bidder 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. 23. Successful bidder 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 LIC 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 redressed within 24 hours of complaint being recorded in the register. 24. Monthly rental payment will be made to the successful bidder before 5 th of the following month. The 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. Applicable statutory taxes like IT etc will be deducted from the sources of monthly rental amount. *********************** 12
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 28.05.2018 up to 12.30 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 duly filled tender documents (Technical Bid/ Price Bid along with EMD) at the following address : The Divisional Manager (E&OS) L I C of India Jeevan Prakash Building, THANJAVUR Divisional Office, Gandhiji Road, THANJAVUR 613001 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 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 tender forms or in case of 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 06 months (Six) to be reckoned from the date of opening of Technical Bid. 13
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. 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 renderer 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. 14
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 you are requested to offer most competitive rate. 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 before the 5 th of the following 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 day during 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 successive bidder. 15
28.The Hotel staff should be courteous with LIC s gusts. No smoking and consumption of alcohol should be allowed inside the rooms. In case of any damage to the Hotel s property by the guests, the hotel authorities are free to collect the damages from the guests and LIC is not responsible for the same. 29. The Hotel shall abide by the rules, guidelines, policies and procedures applicable for running a hotel business and strictly follow the rules and regulations issued by the various Government Authorities under their jurisdiction the lease agreement will be made accordingly from time to time. Place : Date: Signature of Bidder with seal 16