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CHHATTISGARH STATE WATERSHED MANAGEMENT AGENCY (CGSWMA)Dept. of Agriculture, Govt. of Chhattisgarh,

C-69, Khanij Nagar, VIP Road, Raipur (Chhattisgarh) - 492006Phone No. 0771-4280180

Email: ceo_watershedcg@yahoo.in

Term of Reference (ToR)

For

Hiring of Firm for provision of

"Vehicle Rental Services"

1

Table of Contents

S.No. Particular Page No.

1 Background 42 Objectives 43 Parties 44 Addresses .'45 Conditions .4

6 Earnest Money 57 Security Deposit 58 Preparation and Submission of Tender 59 Signing of Tender 5

10 Technical Bid 611 Financial Bid 612 Validity of the Bids 613 The Tender received through post 614 Opening of Tender 615 Criterion for Evaluation of Tender 616 Right of Acceptance 617 Communication of Acceptance 718 Signing of the Agreement 719 Penalty 720 Breach of Terms and Conditions 721 Sub-letting of work 722 Tender will not be transferable 723 Termination of the Contract 724 Payment Mechanism 725 Parameter and Technical Specification (Annexure-H) 826 Technical Informations (Annexure-Ill) 927 Format for Evaluation of Technical Bids of Tenders (Annexure-IV) 1028 Price format for hiring of monthly vehicles (Annexure-V) 1129 Draft letter for submission of Tender 12

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CHHATTISGARH STATE WATERSHED MANAGEMENT AGENCY (CGSWMA)Dept. of Agriculture, Govt. of Chhattisgarh,

C-69, Khanij Nagar, VIP Road, Raipur (Chhattisgarh) - 492006Phone No. 0771-4280180

Email: ceo_watershedcg@yahoo.in

No.3 b /CGSWMA/16 Raipur, Dated 11. /04/2016

Notice Inviting Tender for Hiring of Firm for provision of "Vehicle Rental Services"

Chhattisgarh State Watershed Management Agency (CGSWMA), Khanij Nagar, Raipur invitessealed Tenders in two bid system from registered/reputed agencies/firms for Annual Rate contract forHIRING OF CARS ON REGULAR BASIS for a period of One Year from the date of Agreement of thecontract.

Sealed Tender - Technical bid and Financial bid - filled in the specified proforma alongwithenvelope of Earnest Money Deposit (EMD) shall be sealed in two separate envelopes and these twoenvelopes shall be contained in a large envelope Super scribed "Tender for Annual Contract for Hiringof Car" addressed to Chhattisgarh State Watershed Management Agency (CGSWMA), C-69 KhanijNagar, VIP Road, Raipur (Chhattisgarh)-492006 shall reach latest by 29 April, 2016, 17:00 hrs.

The Tender shall be in Two Bid Systems i.e. (1) Technical Bid and (2) Financial Bid. The amount ofbid is Rs. 5000.00 (Rs. Five Thousand only) towards in the form of Demand Draft drawn in favour of CEO,Chhattisgarh State Watershed Management Agency, Raipur payable at Raipur shall be put in a separateenvelope. The Technical Bid shall be opened on 02 May, 2016, at 11:30 hrs at the above address by theCommittee authorized by this office and in the presence of such tenderers or their authorizedrepresentative who may wish to be present. The Competent Authority reserves the rights to cancel anyor all the tenders without assigning any reason.

Place: Raipur «<"'~'I<CEO-CGSWMA

Dept. of Agriculture

3

Annexure-I

Sub: Inviting Tender for Hiring of Firm for provision of "Vehicle Rental Services"

1. Background:

CGSWMA is an independent & autonomous institution registered under the Chhattisgarh SocietyRegistration Act 1973. CGSWMA is implementing PMKSY-Watershed Development (IWMP), animportant component under PMKSY, funded jointly by the Government of India & Govt. of Chhattisgarhin the ration of 60%-40%. CGSWMA requires services of a Travel Agency for providing vehicles onmonthly basis.

2. Objective:- Selection criteria of Travel Agency for providing travel related quality services.

2.1 Scope of Work:-To provide vehicles Indigo, Indica Vista and Bolero both A.C. & Non-A.C. (Diesel) on monthly

basis.

3. Parties: The parties to the Contract will be contractor who will be providing the cars servicesand the Chhattisgarh State Watershed Management Agency (CGSWMA), Raipur who would beavailing the services.

4. Addresses: For all purposes of the contract including arbitration there under, the addressof the contractor mentioned in the tender shall be final unless the contractor notifies a changeof address and contact number(s) by a separate letter sent by Speed post/registered post withacknowledgement due to the Chhattisgarh State Watershed Management Agency (CGSWMA),C-69, Khanij Nagar, VIP Road, Raipur (C.G.)-492006. The contractor shall be solely responsible forthe consequences of any omission or error to notify change of address and/or contact number(s)in the aforesaid manner.

5. Conditions:5.1 CGSWMA will pay only the monthly charges for the vehicles used by the office on monthly

basis as per the price quoted by the bidders.5.2 If any maintenance is done by CGSWMA in the vehicle, the cost will be deducted from the

vehicle monthly payment.5.3 2500 km. will be covered under the agreement, beyond 2500 km. on monthly basis will be

charged @per km.5.4 The travel agency will bear the costs towards POL, driver's payment, vehicle & driver's

insurance & its day-to-day maintenance.5.5 The toll/entry taxes or parking charges of vehicles occured during official use will be paid

by the agency which will be reimbursed by CGSWMA on production of original bills.5.6 The vehicles hired on monthly basis will be used in all working days and holidays in case of

urgency.5.7 CGSWMA will hire the monthly vehicles based on the requirement.5.8 The agency shall be fully responsible, in case of any damage of vehicle and/or third party

occurred during the travel period.5.9 In case of local and outstation travel, KM coverage will be started from the travel agency

office (e.g. from Raipur as mention in the tender) and will be closed at the door step of theofficers/guests, who will use the vehicle.

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------------------------------- _._ .._--.----_ .._ .... _ ..... -

5.10 Each bidder shall submit only one bid & alternative or conditional offer will not beaccepted and the tender will be rejected summarily.

5.11 The tender shall remain valid for a period 45 days from the last date specified in thetender.

5.12 TDS shall be deducted as per country's IT norms.5.13 The firm should abide by all labour laws of Govt. of Chhattisgarh as applicable from time

to time.5.14 If the travel agency did not execute the order or violates the terms and conditions, the

firm will be blacklisted for all associations with CGSWMA in future.Any legal disputesarising out of this are subject to the jurisdiction of the court located at Raipur,Chhattisgarh only.

6. Earnest Money: Earnest Money of Rs. 5,000/- (Rupees Five Thousand only) in favour of CEO,Chhattisgarh State Watershed Management Agency, Raipur, payable at Raipur, in Hie form ofDemand Draft of any Nationalized Bank must be deposited by bidders along with duly filled uptender document. The Earnest Money Deposit of the successful bidder shall be refunded afterreceipt of Security Deposit and the Earnest Money of the unsuccessful bidders will returnedwithin 30 days after award of the contract. No interest will be paid on Earnest Money byCGSWMA till the entire process of award of contract is completed.

6.1 Tenderer shall not be permitted to withdraw his offer or modify the terms and conditionsthereof. In case the bidder fails to observe and comply with the stipulations madeherein or backs out after quoting the rates, the Earnest Money will be forfeited.

6.2 No request for transfer of any previous deposit of Earnest Money or Security Deposit oradjustment against any pending bill(s) will be entertained.

6.3 The tender without Earnest Money will be summarily rejected.

7. Security Deposit: Security Deposit of Rs. 10,000/- (Rs. Ten Thousand only) in the name of CEO,Chhattisgarh State Watershed Management Agency, Raipur, payable at Raipur, in the form ofDemand Draft of any nationalized bank must be deposited by the successful bidder.

8. Preparation and submission of Tender: The tender should be submitted in two partsnamely, Technical Bid (in form given in Annexure-Ill) along with Earnest Money Deposit andFinancial Bid (in form given in Annexure-V) and each should be kept in a separateadequately sealed cover. Both the bids should be kept in another sealed cover addressedto CEO, Chhattisgarh State Watershed Management Agency (CGSWMA), C-69, Khanij Nagar, VIPRoad, Raipur (C.G.)-492006. The sealed envelope containing both i.e. Technical & Financialbids should bear the address, subject of the tender. The inner envelopes shouldsuperscripted with - "Technical Bid for Hiring Cars" and "Financial Bid for Hiring Cars".

9. Signing of Tender: The individual signing the tender or other documents connected withcontract must specify whether he signs as:-

a. A "sole proprietor" of the concern or constituted attorney of such sole proprietor.b. A partner of the firm, if it be a partnership firm, in which case he must have authority to

execute the document.c. Director(s) or Principal Officer of the Company duly authorised by the Board of

Directors of the Company, if it is a Company.

10. Technical Bid: The Technical bid should be submitted in form given in Annexure-Ill alongwith the EMD of Rs. 5,000/- (Rupees Five Thousand only) along with registrationparticulars (registration and recognition of firm as a Car or local transport service) provider,

5

copy of PAN Number issued in favour of the firm, full details of the numbers of cars (orsimilar type of vehicles registered as Car) registered in the name of the bidder or his firm withphotocopies of RCs, insurance details, Service Tax Registration number, Experience Certificate,IT Clearance Certificate, Certificate of turnover and other information sought in Annexure-I I.

11. Financial Bid: The Financial Bid should be submitted in the form given in Annexure-V in aseparate sealed cover kept inside the main cover. The Financial Bids of those tenderers, whoare found technically competent/eligible, will be opened on a specified date and time.9.1 Terms of payment as stated in the Tender Documents shall be final. Thetaxes liable

would be deducted at source as per Government rules and guidelines, if any, will beprevailing at the time of payment.

12. Validity of the Bids: The bids shall be valid for a period of one year from the date of opening ofthe tender.

13. The Tender received through post

In case any tender is received after the stipulated date and time, the same will not be acceptedand rejected the same without any further intimation to the bidder. The responsibility for timelysubmission of the tender by the stipulated date and time shall lie on the bidder.

14. Opening of Tender: The sealed envelope containing both technical and financial bids will beopened by tender opening & evaluation Committee of CGSWMA, Raipur at 11:30 hrs on 02 May,2016 at this office in the presence of tenderers who may wish to be present at the time ofreceiving and opening of the technical bids. The unsealed envelope containing the bids willnot be opened and rejected. The bidder is at liberty either himself or authorizes, not more thanone representative to be present at the time of opening of the tender. The representativeattending during opening of the tender on behalf of the bidder should bring with him a Letter ofAuthority from the tenderer and proof of identification.

15. Criterion for Evaluation of Tender: After the opening of the technical bid, the same willbe evaluated by a committee. In case the committee decided for seeking furtherinformation/clarification, the same shall be provided by the bidder. Those bids which meetthe technical requirements, the financial bid of such qualified bidders will be opened ona specified date and time by the committee. The bidder is at liberty to be either presenthimself or authorize, not more than one representative to be present at the time of openingof the financial bid. The Bids will be opened by a committee in the presence of therepresentative of the bidders who may wish to be present on that day.15.1 The contract will be awarded to the lowest eligible tenderer and will commence from the

date of signing of the Agreement indicated in the terms and conditions. The contract willbe for a period of 12 months which may be further extendable on mutual consent upto one year (or maximum of three years from award of contract / signing ofagreement), if the performance/service is found satisfactory.

16. Right of Acceptance: The CGSWMA, Raipur reserve all rights to reject any tender including ofthose tenderers who fail to comply with the instructions without assigning any reasonwhatsoever and does not bind it to accept the lowest or any specific tender. The decisionof the Competent Authority of CGSWMA in this regard shall be final and binding. Anyfailure on the part of the bidders to observe the prescribed procedure and any attemptto canvas for the work will prejudice the tender submitted by the tenderer.-.6

16.1 Tenders not inconformity with the prescribed terms and conditions will standdisqualified.

17. Communication of Acceptance: Successful bidder will be informed of the acceptance ofhis bid. EMD of the successful bidder will be refunded after deposition of security depositas mentioned in Clause 7 above and the same will be returned after successful expiry of thecontract.

18. Signing of the Agreement by the successful bidder who have been awarded the Contract forproviding cars by the Competent Authority of CGSWMA.

He/She shall have to sign the contract agreement on a non-judicial stamped paper of Rs.l00.00.Any failure on the part of the bidder for not signing the contract agreement or fulfilling the conditions asprovided in the tender contract will be dealt as per Clause 19 of the Tender Agreement. After signing ofthe Agreement the bidder will be addressed "Contractor".

In case the bidder after awarding of the contract fails to sign the contract agreementwithin a period of 30 days, the offer of the award of contract will be cancelled without any extensionand EMD will be forfeited.

19. Penalty: In case of breach of any conditions of the contract as losses caused includingexcess cost due to hiring of Car from the market in the event of Contractor failing to providerequisitioned Cars or not providing Cars, CGSWMAshall make deductions at double the rate ofhiring rate on pro rata from the pending/up coming bills of the contractor.

20. Breach of Terms and Conditions: In case of breach of any of the terms and conditionsmentioned above, CEO-CGSWMAwill have the right to cancel the work order without assigningany reason thereof, and nothing will be payable by CGSWMA in that event and the securitydeposit will be forfeited.

21. Sub-letting of Work: The firm shall not assign or sublet the work or any part of it toany other person or party.

22. The tender will not be transferable.

23. Termination of the ContractEither the party can terminate the contract by giving Thirty days' notice.

24. Payment Mechanism: A single monthly invoice of completed travels, along with log bookcontaining the complete travel details during the month, duly signed by CGSWMA employee,travelling in the vehicle shall be issued to CGSWMA. No payment shall be made without thedetail of travel duly verified by CGSWMAemployee travelling. In case of consortium all financialtransactions will be done with the consortium leader only. Nos:will be made in advance.

7

Annexure-II

PARAMETER AND TECHNICAL SPECIFICATION

Sub: Tender for Hiring of Firm for provision of "Vehicle Rental Services"

PART-I

ELIGIBILITY CRITERA/PARAMETERS AND TECHNICAL SPECIFICATIONS FOR HIRING OF CARS

1. The Agency/Firm etc should be serving at least one Govt. organization/PSU/Public LimitedCompany on regular basis at present and should own at least OS Cars and the list of Cars alongwith photocopies of registration book (for confirmation that Cars are in the name of theFirm/agency) should be attached with the tender.

2. Cars to be provided by the Contractor should not be more than three years old and in perfectlysound running condition i.e. suitable for use by the Officers/Officials of CGSWMA.

3. Only such Agency/Firm may apply whose Cars have been duly authorized by the concerned RTO(i.e. the vehicles should be registered as Cars) for use as public transport and who havetelephone and mobile connections available at their Premises/Garage/Stands/Office/in-personfrom where such Carsare to be operated and can be requisitioned by CGSWMA.

4. (i) The firm should ensure that the drivers employed hold valid driving license, wellbehaved, not prone to alcoholic-narcotics addiction, reasonably educated, conversantwith traffic rules / regulations and city roads / routes as well as with the securityinstructions.

(ii) The firm should ensure that none of the driver has any criminal/legal case pendingagainst him in any police station or court of law.

Each driver employed by the firm must have a cell-phone duly activated.

No mileage will be allowed for lunch/tea etc. to the driver. The drivers are not allowedto take hired vehicles for their personal lunch and/or tea during duty hours.

The service provider and the drivers should ensure that each vehicle is neat andclean, as well as operationally fit (i.e. with no known DEFECT)and sufficient fuel whenon duty. •

Log book have to be maintained by the drivers on daily basis containing complete traveldetails with mileage and locations. The daily travel must be signed by CGSWMAemployee in the log book. This details must be provided to CGSWMAalong with invoice.

(iii)

(iv)

(v)

(vi)

8

Annexure-Ill

TECHNICAL INFORMATIONS

Sub: Tender for Hiring of Firm for provision of "Vehicle Rental Services"

1. Name of the Tenderer/Concern

2. Address (with Tel & Mob No)

3. Address of the Proprietor/Partner

with telephone number

4. Nature of the concern

Sole proprietor or Partnership firm or a Company or a GovernmentDepartment or a Public Sector Organization) (Attach proof).

S. Registration Number of the Firm(attested photocopy of registration should be attached)

(i) PAN Number of Tenderer/Concern(attested copy should be attached)

(ii) Service Tax Registration No.

Earnest money/demand draft no. dated from

Bank. Name Amounting to Rs. _as earnest Money deposit.

6. Annual turnover of firm for last three years (attach proof)7. Income Tax Clearance Certificate (attach certified copy)8. Service Tax Registration Number (attach certified copy)9. Whether each page of Tender and Annexures have been signed and stamped. Yes/No.10. List of Important Organizations with address and Telephone number to whom services.

have been provided during the last three years with period of contract to be enclosed.11. Registration Nos. of Cars together with make, year of purchase and kms. run along with

photocopies of registration book & valid insurance should be attached in a separate sheet.12. Any other information important in the opinion of the tenderer.

Signature of the Travel AgencyBusiness AddressName:Ph./Mob. No .Email id: .Service Tax No .Date: .(Seal of the Travel Agency)

9

Annexure-IV

Format for Evaluation of Technical Bids of Tenderers

Name of the Tenderer : _

S.No. Parameter Documents Yes/ No PageAttached No.

1 Name of the Tenderer/Concern

2 Address (with Tel & Mob No)

3 Address of the Proprietor/Partner with telephone number

4 Nature of the concern

5 Registration Number of the Firm

6 PANNumber of Tenderer/Concern

7 Service Tax Registration No.

8 Earnest money/demand draft no.

9 Annual turnover of firm for last three years

10 Income Tax Clearance Certificate

11 Service Tax Registration Number

12 Whether each page of Tender and Annexures have beensigned and stamped

13 List of Important Organizations with address andTelephone number to whom services have been providedduring the last three years with period of contract to beenclosed

14 The name of at least one Govt. organization/PSU/PublicLimited Company for which the Agency/Firm is serving at onregular basisat present

15 The no. of cars owned by the agency

Whether Carshave been duly authorized by the concerned.16

RTO(Le. the vehicles should be registered as Cars) for useas public transport

17 Registration Nos. of Cars together with make, year ofpurchase and kms. run along with photocopies ofregistration book & valid insurance should be attached in aseparate sheet

18 Any other information important in the opinion of thetenderer

10

Annexure-V

PRICEFORMAT FOR HIRING OF MONTHLY VEHICLES

SI. No. Types of Vehicles Vehicle Charges per Extra Charge beyondMonth(Rs.) for 2500 2500 Km. (on per Km.

Km. basis)1 Indigo-Diesel (AC)

2 Indigo-Diesel (Non-AC)

3 Indica Vista-Diesel{AC)

4 Indica Vista-Diesel (Non-AC)

5 Bolero-Diesel (AC)

6 Bolero-Diesel (Non-AC)

: Declaration:

We agree to provide the hiring vehicles (max. 3 years old from purchase) as per terms andcondition mentioned in the tender documents. The rates mentioned above are for a period of one yearfrom the date of signing of the contract/receipt of the order from CGSWMA and we also agree that theprice will remain unchanged during this period. The monthly charge is inclusive of driver's salary,vehicle maintenance charges and all other taxes (i.e. Service Tax of Central & State Govt.).

Signature of the Travel AgencyBusinessAddressName:Ph./Mob. No .Email id: .Service Tax No .Date: .

~ (Se,' of the Travel Agency]

11

(On the letter head of the Travel Agency)

Draft letter for Submission of Tender

Ref. No . Date: .

To,The Chief Executive OfficerChhattisgarh State Watershed Management Agency (CGSWMA)C-69, Khanij Nagar, VIP Road,Raipur (Chhattisgarh) - 492006

Sub: Submission of Tender for supply of monthly vehicles.

Ref: Your Tender no Dated .

Dear Sir/Madam,

With reference to the above cited subject, herewith this letter I am submitting my agency's mostcompetitive tender for providing vehicles on monthly basis and for local & out station travel on hiringbasis as per the terms and conditions mentioned in the tender documents.

The documents are enclosed are;a) Technical Informations of Travel Agency as per the prescribed format in Annexure-Illb) Rate for monthly vehicles as per the prescribed format in Annexure-V

Yours Sincerely,

Mr (Name ofthe Proprietor)

M/s (Name of the Travel Agency)

Business Address

(Seal of the Travel Agency)

12