Tender for hiring of vehicles for official use in the Ministry of

No. D-26017/01/2014-SO(GA)
Government of India
Ministry of Overseas Indian Affairs
924, Akbar Bhawan,Chanakyapuri
New Delhi, dated, 11th May, 2015
TENDER ENQUIRY
Subject: Tender for hiring of vehicles for official use in the Ministry of Overseas Indian Affairs.
The Ministry of Overseas Indian Affairs invite sealed quotations (two bid system) for a
period of one year and extendable on satisfactory performance for another 2 years on yearly
basis in the enclosed formats (Annexure-II & IV) from reputed Transporters and Travel
Agencies/Firms located in New Delhi for providing of vehicles with AC facility on daily basis for
the officers of the Ministry of Overseas Indian Affairs, Personal Staff of HMOIA and MoS (OIA)
and for General/Protocol/Parliament duty . The requirement is of 15 AC cars on daily basis.
The requirement may go up based on the exigencies of work and at the discretion of the
Ministry.
Earnest Money Deposit:
Earnest Money Deposit (EMD) of Rs. 1,40,000/- (Rupees One Lakh Forty Thousand only)
in the form of Demand Draft/Banker’s Cheque drawn in favour of Pay and Accounts
Officer, Ministry of Overseas Indian Affairs, New Delhi is to be enclosed with the Tender
Document. EMD shall be returned to all the unsuccessful bidders at the end of the selection
process. However, the EMD shall be forfeited in case the successful bidder withdraws or
details furnished in the bids are found to be incorrect or false during the tender process. No
interest shall be paid on the EMD.
The Bidders shall also submit crossed Demand Draft for Rs. 1,000/- (Rupees One
Thousand only) in favour of Pay and Accounts Officer, Ministry of Overseas Indian
Affairs, New Delhi as Non Refundable Tender Fee along with their bid, failing which
their bid will be rejected.
The terms and conditions for hiring of cars are as under:1. The rates should be quoted in the prescribed format at Annexure-IV.
2. The cars to be provided should be of only having commercial registration
certificates and should be exclusively registered in the name of the firm/proprietor.
(Cars registered other than in the name of firm/proprietor will not be accepted –
[copies of the Registration Certificates (RC) to be enclosed]. Private registered
number vehicles will not be allowed.
3. In order to qualify to bid the tender, a transporter should have at least 20 cars of 2013
make or later registered having Commercial Registration Certificate in the name of the
firm/agency exclusively and should be mechanically sound and should have decent
interiors with other necessary accessories as defined in the contract.
4. The transporter/firm should have sufficient experience in providing vehicles to different
Central Government Ministries/Department and Government of NCT and 5 years
experience certificates in this regard may be submitted.
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5. The Contract shall be valid for a period of one year from the date of awarding of the
contract which can be extended for such period as may be decided by the competent
authority but not more than two years (on yearly basis) after review of performance.
6.
The contract can be terminated on account of unsatisfactory services upon performance
review by the competent Authority in the Ministry of Overseas Indian Affairs. The
unsatisfactory service shall mean non- compliance and non-fulfillment of any of the
contractual obligations by the Contactor, poor performance and failure on its part to
correct the discrepancies/shortcoming brought to its notice in writing by the competent
authority of the Ministry of Overseas Indian Affairs.
7.
It will be the sole responsibility of the Contractor to pay salary and other perks to the
drivers meeting all statutory obligations.
8.
The agreement can be terminated earlier by giving two month‟s written notice by the
Ministry and three months notice on the side of Contractor without assigning any reason
and the decision of the competent authority shall be binding on the Contractor. No
claims for compensation of loss/revenues due to such decision shall be entertained.
9.
The quoted rates will be all inclusive and no other charges will be paid extra except the
parking charges/toll road charges paid for official duty on production of original
parking/toll coupons and the applicable service tax.
10. No night charges will be payable.
11. The mileage for the purpose of “vehicle run” and “hours of duty” shall be reckoned from
the place of reporting or place of release as the case may be. No dead mileage will be
allowed.
12. No mileage will be allowed to drivers for lunch/breakfast or for filling of petrol/diesel etc.
13. The average running of vehicles and duty hours may at times exceed the prescribed limit
of hours and kilometers in a day/month, which will be paid according to the agreement
signed in this regard.
14. The Contractor will ensure that the fuel tank of vehicle provided is fully filled up before
sending the vehicle for duty.
15. The Contractor will ensure that all drivers have live mobile phone connection so that they
can be contacted whenever required.
16. The driver provided by the Contractor should be well mannered, courteous and polite to
officers with whom he is attached along with the vehicle. He should be well acquainted
with NCR area, punctual, have valid driving license and should have neat and clean
uniform with name badge. The driver should not smoke or drink while on duty and
should not play cards, etc. during idle time ( A detailed map book of NCR area should be
kept in Car).
17. Out of the vehicles supplied by the firm to Ministry of Overseas Indian Affairs, at least
three vehicles should have all necessary permits to run in NCR area i.e. NOIDA,
Ghaziabad, Faridabad and Gurgaon, etc.
18. During the periodical maintenance of the vehicle, Contractor shall provide standby
vehicle of same make & year.
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19. Vehicle shall always carry first aid box and mandatory spares, viz fuses, spark plugs,
belts, fire extinguisher, torch, umbrella, etc.
20. The Contractor shall be responsible for complying with obligations under income tax. ESI.
PF, Contract Labour (Regulation and Abolition ) Act, Wages Act, Labour Laws etc. and
damages to third party arising due to accident, etc.
21. The Contractor shall be responsible for all litigation arising out of the non-payment of
road tax, service tax, traffic violations, etc and other dues to the appropriate authority and
also the payment of compensation to drivers and any other involved parties in the event
of death/injuries/damages arising out of accidents and/or due to various other causes,
etc.
22. It will be the responsibility of the Contractor to comply with all statutory obligations on his
part arising out of this contract.
23. Bills for supply of vehicle for a month along with certificate of the number of hours and
the mileage (Kms. run during the month by the official) will be submitted by 5 th of the
following month to the Under Secretary (Admin), Ministry of Overseas Indian Affairs or
any other officer authorized for this purpose by the competent authority, for payment. No
cutting/overwriting & fluids on the bills would be acceptable.
24. In case any officer desires, the firm shall provide roof carriers on their cars.
25. The Contractor shall be responsible for keeping the vehicle insured in compliance of the
provisions of Motor Vehicle Act.
26. The Contractor shall also be responsible for compliance of the legal provision in respect
of the vehicle and shall indemnify the M/o Overseas Indian Affairs against any
damages/claims arising out of the contract.
27. The vehicles will have to be fitted/provided with the following mandatory additional
accessories/utilities:
1.
2.
3.
4.
5.
6.
7.
8.
Clean seat covers
Good quality radio music system
Reading lamp
Tissue paper box
Car perfume
Mobile charger
Seat Belts (Front & Rear)
Umbrella during Monsoon.
28. Contractor should have sufficient numbers of drivers having experience of driving in Delhi
and in NCR.
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29. A declaration on the printed letter-head of the firm, stating inter-alia that the drivers
provided are of good character, duly verified by Delhi Police from security angle and have
a valid driving license and are well conversant with the roads of Delhi and NCR should be
provided to the Under Secretary, (Admin) M/o Overseas Indian Affairs.
30. The Contractor should have an adequate number of telephones for contact round the
clock and the numbers should be given to the Under Secretary (Admin) or any other
officer authorized for this purpose by the competent authority, as well as to the officer to
whom the vehicle has been provided.
31. The Contractor should have a provision to take bookings on 24X7 basis.
32. A daily record indicating time and mileage run for each vehicle shall be maintained by the
driver and submitted to the concerned officer in the Ministry of Overseas Indian Affairs for
providing monthly certification.
33. The Contractor shall ensure that the milometer of car supplied is properly sealed so that
no tampering is done with a view of inflate distance travelled.
34. The authorized officer of this Ministry may conduct surprise checking of milometer of the
car supplied from any workshop and cost thereof will be borne by the agency.
35. The rates will be fixed for one year and no change of rate will be allowed during the
currency of the contract.
36.
No payment shall be made in advance nor would any loan from any bank or financial
institution be recommended on the basis of the order of award of work.
37. All payment shall be made by ECS/NEFT/Cheque only.
38. Ministry of Overseas Indian Affairs shall be at liberty to withhold any of the payments in
full or in part subject to recovery of penalties if any.
39. The term „payment‟ mentioned in this para includes all types of payment due to the
service provider arising on account of this contract excluding Earnest Money and
Security Deposit governed by the separate clauses of the contract.
40. Wherever applicable all payments will be made as per schedule of payments as per
contract.
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41. Penalties will be levied, for the violation of terms & conditions of the contract in the
following manner:
Sl.No. Problem
1
Late Arrival
a) By 10 minutes
b)Between10-30 minutes
c) 30 minutes and
beyond or does not turn
up
2.
Attire of the driver
a) Inappropriate
b) Very inappropriate
3.
Unclean vehicle or seat
cover/ smell in the
vehicle.
AC
not
working/
malfunctioning
4.
5.
Breakdown en-route
6.
Recurrent malfunctioning
/ Dissatisfactory vehicle
condition
Driver‟s poor knowledge
route
7.
8.
9
10.
Penalty
a) Rupees 100/b) Rupees 500/c) Rupees 1000/In all the above cases, the officer concerned, depending
upon urgency, can hire a taxi for the day or take a taxi to
reach the destination, payment of which shall be borne by
the Contractor.
a) Rupees 500/- to Rupees 1000/- depending upon the
inappropriateness.
b) The driver with vehicle will be sent back and a penalty
of Rupees 1000/- will be imposed. A taxi will be hired for
the day and payment for the same will be borne by the
Contractor.
Rupees 100/- for the 1st day
Rupees 500/- per day for 2nd consecutive day and
beyond.
The contractor to provide another vehicle in an hour‟s
time or else the office can hire a taxi for the day, payment
of which will be borne by the contractor.
Office to hire a taxi to reach the destination, payment to
be borne by the Contractor.
The vehicle will be returned. A taxi will be hired, payment
of which will be borne by the Contractor along with a daily
fine of Rs, 500/- till such time a proper vehicle is provided.
Driver to be changed by the contractor. If the contractor
does not change the driver in 03 days time, the vehicle
will be sent back and a taxi hired, payment of which will
be borne by the Contractor, along with a fine @
Rs.500.00 per day
Driver‟s behavior
Rs. 500/- to 1000/- depending upon the gravity of the
misdemeanor. If the misbehavior continues, then the
driver will have to be changed by the contractor. If the
contractor doesn‟t change the driver in 03 day time, the
vehicle will be sent back and a taxi hired, payment of
which will be borne by the contractor, along with a fine of
Rs. 200/- daily.
Tampering of meter
Rs. 1000 to Rs. 2000. Competent authority also has the
discretion to terminate the contract along with forfeiture of
performance security/ blacklisting of firm.
Irregularities such as Rs. 1000 to Rs. 2000. Competent authority also has the
overwriting,
forged discretion to terminate the contract along with forfeiture of
entries etc. in the log performance security/ blacklisting of firm.
book( to be maintained
in prescribed format)
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42. The Contractor has to deposit a Performance Security Deposit of Rs.3,60,000/- (Three
Lakhs Sixty Thousand only) in the form of an Accounts payee Demand Draft/Fixed
Deposit Receipt (FDR) made in the name of the Agency and hypothecated to the Pay &
Accounts Officer, Ministry of Overseas Indian Affairs, New Delhi or a bank guarantee from a
commercial bank covering the period of contract. The performance security should remain
valid for a period of ninety days beyond the date of cessation of the contract for initial one
year and completion of all contractual obligations of the awarding firm including warranty
obligations. In case, the contract is further extended beyond the initial period, the
performance security will have to be accordingly renewed by you.
43.
At the Technical Bid stage, the Ministry has the right to check/verify the credentials of the
transporter. In case the credential of the transporter is not found satisfactory, the tender
submitted by the transporter will be summarily rejected.
44. If after award of the contract, the successful bidder (L1) fails to provide required number of
vehicles/taxi and his services are not satisfactory, the contract is liable to be cancelled along
with forfeiture of performance security and other consequential actions such as blacklisting
as deemed appropriate.
45. The quotations in a sealed cover should be duly super scribed as “Tender for Hiring of
vehicles for Official use in the Ministry of Overseas Indian Affairs”.
46.
Interested reputed transporters, and Travel Agencies/firms located in New Delhi may send
their quotations with complete details in the prescribed formats in a separate sealed
covered envelop for Technical Bid & Financial Bid super scribing “ Technical Bid for hiring
of vehicles for official use in the Ministry of Overseas Indian Affairs” and “Financial
Bid for hiring of vehicles for official use in the Ministry of Overseas Indian Affairs”
respectively addressed to the Under Secretary (Admin). Room No. 924, Akbar Bhawan,
Chankayapuri, New Delhi-110021.
.
47. The quotation should reach the undersigned by 01.30 PM on 1st June, 2015 and the
quotations will be opened on the same day at 4.00 PM in Conference Room No. 911, 9th
Floor, Akbar Bhawan, Chanakyapuri, New Delhi-110021. The bidder or his authorized
representative may be present at the time of opening of the quotations.
48. TERMINATION FOR INSOLVENCY
The Ministry of Overseas Indian Affairs may, at any time terminate the Contract by giving
written notice to the transporter, without compensation, if the transporter becomes bankrupt
or otherwise insolvent as declared by the competent court provided that such termination
will not prejudice or affect any right or action or remedy which as accrued thereafter to the
Ministry of Overseas Indian Affairs
49. LEGAL JURISDICTION
In case any dispute, Delhi Court alone shall have the territorial jurisdiction to adjudicate
upon the matter arising out of this contract.
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50. ARBITRATION:
(i)
(ii)
In event of any dispute or difference between the parties hereto, such disputes or
differences shall be resolved amicably by mutual consultation. If such resolution is
not possible, then the unresolved dispute or difference shall be referred to arbitration
of the sole arbitrator to be appointed by the Secretary, Ministry of Overseas Indian
Affairs on the recommendation of the Secretary, Department of Legal Affairs (“Law
Secretary”), Government of India. The provisions of Arbitration and conciliation Act,
1996 (No. 26 of 1996) shall be applicable to the arbitration. The venue of such
arbitration shall be at Delhi or any other place, as may be decided by the arbitrator.
The language of arbitration proceeding shall be English. The arbitrator shall make a
reasoned award (the “Award”), which shall be final and binding on the parties.” The
cost of the arbitration shall be shared equally by the parties to the agreement.
However, expenses incurred by each party in connection with the preparation,
presentation shall be borne by the party itself.
Pending the submission of and/or decision on a dispute, difference or claim or until
the arbitral award is published; the Parties shall continue to perform all of their
obligations under this Agreement without prejudice to a final adjustment in
accordance with such award.
Yours faithfully,
(Sami Ahmad Khan)
Under Secretary to the Govt. of India
Tel: 24197950
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Annexure –I
To
The Under Secretary
Ministry of Overseas Indian Affairs,
Akbar Bhawan, Room No. 924,
New Delhi – 110 021
Subject: - Sealed tender for hiring of taxies.
Sir,
With reference to Ministry of Overseas Indian Affairs No. 26017-1/2014- SO(GA) dated
___________________ 2015, inviting quotations for hiring of vehicles, we hereby enclose
the Technical Bid and Rates (Financial Bids ) in the prescribed Proforma (Annexure-II) &
Annexure IV.
2. We have read the terms and conditions of the Tender Notice and accept the same.
Yours faithfully,
Signature________________________
Name _________________________
Address_______________________
Telephone No. __________________
Seal of the firm____________________
Dated…………………
Place…………………..
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Annexure –II
Technical Bid
(to be enclosed in a separate sealed cover)
For providing of vehicles in the Ministry of Overseas Indian Affairs
Sl.No.
Particulars
1
Firm‟s name and full Postal
Address
EMD Details (Amount, Name of
Bank Branch, DD. Date & No.
2
3
4
5
6
7
8
9
10
Details to be given by the bidder
Page No. of
the
Document
enclosed
Demand Draft
No._________________
Dated________________for
Rs._______________ drawn in favour
Of Pay and Accounts Officer, Ministry
of Overseas Indian Affairs
Registration No. of the firm (proof
to be attached )
Registration no. of Service
Tax Department
(proof to be attached)
PAN No.
(proof to be attached)
The list of at least 20 cars
registered exclusively in the name
of
the
firm/proprietor
&
registration number with copies of
RC‟s.
Annual Turn Over
2011-12____________________
2012-13____________________
2013-14____________________
Income tax Returns
2011-12____________________
2012-13____________________
2013-14_____________________
5 years experience in providing
vehicles to Govt./semi- Govt./
Autonomous bodies (proof to be
attached)
Declaration regarding black
listing/debarring from taking part
in Govt. Tender (Annexure – III)
Note: The list of vehicles furnish along with the Registration Nos. while bidding the tender cannot be
changed unless the vehicles has mechanical or any other major defectives.
Signature of the proprietor/authorized signatory
of the tendering firm with Seal
Dated………….
Place……………..
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ANNEXURE-III
DECLARATION REGARDING BLACKLISTING / DEBARRING
FROM TAKING PART IN GOVT. TENDER.
(To be executed & Attested by Public Notary / Executive Magistrate on Rs. 10/(Stamp Paper by the Bidder.)
I / We Proprietor / Partner (s) Director (s) of M/s.--------------------------------------------------Hereby declare that the firm / company namely M/s.----------------------------------------------------------------------------------------------has not been blacklisted or debarred in the past by any other
Government organization from taking part in Government tenders.
or
I / We Proprietor / Partner (s) Director (s) of M/s.---------------------------------------------------------Hereby declare that the firm / company namely M/s.----------------------------------------------------------------------------------------------was blacklisted or debarred by any Central/State Government
Ministries/Department from taking part in Government tenders for a period of ------------------years w.e.f.--------------The period is over on ---------------------- and now the firm/ company are entitled to take part in
Government tenders.
In case the above information found false I/We are fully aware that the tender/ contact will be
rejected/ cancelled by the Ministry of Overseas Indian Affairs and the Earnest Deposit
Money/Security Deposit shall be forfeited
Signature of Bidder with seal -----------------------------------Name -------------------------------------------------Date: _____________________________
Capacity in which signed: ----------------------------------------Name & address of the firm:
-------------------------------------------------------------------------------------------
Seal of the firm should be Affixed
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ANNEXURE-IV
FINANCIAL BID (RATES)
A:
DAILY RATES FOR HIRING OF VEHICLES FOR MINISTRY OF OVERSEAS INDIAN AFFAIRS
AC Indigo Cars or Equivalent cars
Daily
Charges
Upto
100 Kms/
12 hrs
Rate for Extra
Km Rs.
Beyond Beyond
100 kms 70 kms
AC SX-4 cars or Equivalent cars
Rate for Extra Daily
Rate For Extra
Hr. Rs.
Charges Km Rs.
Beyond Beyond
Beyond Beyond
12 hrs 7 hrs
100 kms 70 kms
AC Innova Cars or Equivalent Cars
Rate For
Daily Rate for Extra
Extra Hr. Rs.
charges Km. Rs.
Beyond Beyond
Beyond Beyond
12 hrs
7 hrs
100 kms 70 kms
Rate for Extra
Hr. Rs.
Beyond Beyond
12 hrs 7 hrs
Upto 70
Kms./
7 Hrs
Certified that all terms and conditions stipulated in the tender document of the Ministry of Overseas Indian Affairs are acceptable to us.
Signature_________________
Name____________________
Address__________________
Name of the Firm__________
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