instruction to tenderers · • segment 1: indica/ritz/etios liva/swift//i10 3 no. • segment 2:...

INSTRUCTION TO TENDERERS

1. The Company requires AC cars on monthly and daily basis of model Jan.2014 onwards in good running conditions as per details below:

S.No. Segment* Daily/ monthly requirement 1. Segment 1 : Indica/Ritz/Etios

Liva/Swift//i10 Monthly basis: As per requirement Daily basis: as and when required depending upon requirement

2. Segment 2: Swift Dzire/Etios/Amaze/i20

Monthly basis: As per requirement Daily basis: as and when required depending upon the requirement.

3. Segment 3: SX4/ Ciaz/Honda City/ Hyundai Verna

Monthly basis: As per requirement. Daily basis: as and when required depending upon the requirement.

4. Segment 4: Innova/Duster/Mahindra Scorpio/Nissan Terrano

Daily basis: as and when required depending upon requirement

5. Segment 5: Toyota Corolla Altis/Hyundai Elantra / Skoda Octavia/Volkswagen Jetta

Daily basis: as and when required depending upon requirement

• *All cars in a particular segment shall be treated at par. 2. Tenderers shall have to submit EMD of Rs.75000/-(Rupees Seventy Five Thousand only)

by way of DD/Banker’s Cheque only drawn on any scheduled commercial bank in favour of ‘Rashtriya Ispat Nigam Limited’ payable at Delhi. Quotations without EMD of Rs.75,000/- shall not be considered in any circumstances. EMD shall be refunded to unsuccessful tenderers within one month from the date of the awarding contract. No interest shall be payable on EMD. The EMD of successful tenderer will be retained and converted into Security Deposit (SD). The SD will be forfeited if the contract is short closed due to non-performance of the supplier. The SD will be refunded to successful bidder after successful completion of the contract period.

3. The tenderers must specify the number of cars registered in their company’s name/in the name of company’s owner, the model and the year of manufacture so that proper assessment of the capability of the tenderer can be made. Copies of RC books/Insurance certificates etc. are to be submitted along with the tender documents. The tenderer must be in possession of the following minimum no. of cars in their company’s name/in the name of company’s owner, of model Jan, 2014 onwards:

• Segment 1: Indica/Ritz/Etios Liva/Swift//i10 3 No. • Segment 2: Swift Dzire/Etios/Amaze/i20 1 No. • Segment 3: SX4/ Ciaz/Honda City/ Hyundai Verna 3 No. • Segment 4: Innova/Duster/Mahindra Scorpio/Nissan Terrano 1 No. • Segment 5: Toyota Corolla Altis/Hyundai Elantra / 1 No.

Volkswagen Jetta/ Skoda Octavia Note: Only those tenderer who possesses minimum no. of cars in each segment as mentioned above will be considered for Technical qualification otherwise agency/agencies offer will not be considered.

4. All cars in a particular Segment shall be treated at par. The models of the cars provided by the agency under the contract shall be from Jan, 2014 onwards only.

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5. MODE OF SUBMISSION OF TENDER: The tenderer shall submit the tender in two envelopes marked No.1 and No.2 both sealed and then put them in a master envelope marked No.3. All the three envelopes shall be marked and super scribed with the name of the tenderer and “Tender for hiring of AC Cars at Delhi”& tender Ref No: VSP/NDUO/TT/15-16/II ---------- Envelope No.1: Part A (Technical – Bid) shall contain EMD, Invitation to Tender and Instructions to Tenderers, Terms & Conditions of the contract, along with photocopy of R.C. books and copy of insurance papers in support of the ownership of the cars as mentioned at S.No.3 in their own name, experience and other enclosures duly signed with official seal on each page as a token of acceptance Envelope No.2: Part B (Price – Bid) shall contain the Price Bid (Schedule of Rates) in the prescribed proforma duly filled in and signed by the Tenderer with an official seal. Envelope No.3 shall contain both Envelopes 1 and 2.

6. The tender shall be dropped in the tender box in our office at 4th floor, 4th tower, NBCC Plaza, PushpVihar Sector-V, Saket, New Delhi-110017 by ----Hrs on date------. The envelope containing Technical Bid (Part A) along with EMD shall be opened at ---- Hrs on date -------- in the presence of the tenderers who wish to be present at the time of opening. The Price Bid (Part B) shall be opened at a later date with an intimation to the successful tenderers.

7. Proprietor/Partner/Director/Company Secretary/ Authorised Signatory should sign in all

pages of the two parts and also on the documents attached.

8. The rates quoted by the tenderers shall be valid for Diesel and Petrol AC cars only. CNG /LPG cars will not be accepted

9. The tender shall remain valid for acceptance for a period of 60 days from the date of submission of tenders.

10. Tenders not submitted as above or incomplete tenders will be rejected. “Rashtriya Ispat

Nigam Ltd”(RINL) reserves the right to reject any or all tenders without assigning any reason.

11. The turnover of the Tenderers/Agency for the last 3 financial years should be mentioned

and should be Rs 21 Lakhs or more in any one of the preceding last three financial years. Documentary proof i.e. Balance Sheet (duly certified) etc. to be attached along with the tender Documents.

12. The agency should have carried out a single work amounting not less than Rs 41 Lakhs or two works each not less than Rs 34 lakhs or three works each not less than Rs 27 lakhs in preceding last three financial years. Documentary evidence regarding the same to be attached with the same.

13. As per earlier practice, RINL will appoint two agencies matching L-1 rates to avoid

dependence only on one single source/ agency for better reliability and options. Second agency i.e. L-2 has to match rates of L-1 agency in all segments. In case L-2 agency is not agreeing to match rates with L-1 then the L-3 agency will be given an opportunity to match rates with the L-1 agency and so on.

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TERMS AND CONDITIONS FOR CAR CONTRACT

1. Definitions: The ‘Company’ shall mean ‘Rashtriya Ispat Nigam Ltd’ with its

registered office at Visakhapatnam‘Contractor’ or ‘Agency’ shall mean the tenderer who has been accepted by the company and shall include the contractors heirs, executors, administrators, legal representatives, successors and assignees approved by the company. ‘Contract’ shall mean and include the offer and acceptance of terms & conditions for providing cars on hire, by way of exchange of letters of acceptance and offer enclosing the terms and conditions of the contract duly signed on each page by the contractor/agency as a token of acceptance. It shall include an agreement between the company and the contractor/ agency duly signed by the parties, thereto, for the execution of the contract, together with all documents annexed/attached therewith or referred to. ‘Authorized person’ of the company shall mean the In-charge of the Delhi Liaison Office of RINL.

2. The agency shall maintain an office duly manned with adequate staff with telephone

facilities round the clock which are always attended. The agency shall ensure proper service and maintenance of Cars, which shall be sent on duty. The agency shall put into service cars which have a model of the year January 2014 onwards only, comprehensively insured (with insurance of passengers) with nice interior noiseless drive and in perfect running condition. The authorized representative of the company can reject the use of any car if it fails to satisfy any of the conditions provided herein.

3. All the cars must carry Newspaper (English/ Hindi daily), Water Bottle, First Aid

Box, Tissue Papers, Torchlight, Tools Box, one umbrella, fire extinguisher and mobile charging facility for high-end cars and equipped. The drivers shall abide by the rules laid down by the Transport Authority or any other Authority relevant to the subject and should always strictly follow the Traffic rules and Regulations, so as to ensure the safety of the passengers.

4. The Driver deputed should be in neat and clean uniform provided by the Agency and

is expected to speak English/Hindi and shall keep all relevant documents with the car and valid Driving License. The agency must change the Driver/Car, if found unfit by the user. The Driver should be well conversant with the routes.

5. The driver shall always remain with the vehicle during the time of duty and in the case

of any urgency he should seek permission of the user before leaving the vehicle. Drivers are to be provided with mobile communication facility.

6. The agency shall note the opening meter reading of the car on trip sheet. The driver

shall inform and show the opening as well as the closing meter reading and get it countersigned by the user on a day-to-day basis.(i.e. soon after completion of the applicable day’s journey)for cars hired on a monthly basis. For the cars hired on daily basis trip sheets shall be counter signed by the user after verification of meter reading at the start of the journey. Same procedure to be followed at the time of closing of the trip sheet. Agency shall get the trip sheet serially numbered as per the annexure (having details of agency, car no., etc.)

7. Bills having over writing and cuttings shall be rejected at the sole discretion of the

Company.

8. If any of the terms and conditions provided herein or any direction issued does not comply with or agency is found to have committed any breach thereof, the contract shall be terminated and security deposit will be forfeited. The decision of Company in this regard shall be final.

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9. The Contract is for 2(two) years and the rates agreed to by the Agency and RINL shall remain valid for a minimum period of 2 (two) years and further extendable on sole discretion by RINL for 6(six) months depending upon successful performance of the contract by the agency at the same rates, terms and conditions.

10. Payment of bills can be made through Electronic mode only for which the contractor

has to submit the details of Bank A/c etc in the format provided at Annexure-I.

11. The rates quoted by the agency are firm, however in case of increase / decrease in the

price of diesel(HSD)/ Petrol, the price is variable to the extent of actual distance traveled during the month as per the formula mentioned hereunder:-

Category Increase /Decrease (in per Km cost) For Non – AC Cars = X /14= P For AC Cars = X/12 = P

a. X =Price of diesel (HSD) or petrol as the case may be, on the first day of the

month to which the bill pertains – Base price. b. P = Increase / Decrease in hire charges per KM.

12. The cost of diesel (HSD) at any PSU Oil Company retail outlet in Delhi as on the date

of tender shall be the base price in case of diesel-driven cars. The cost of petrol at any PSU Oil Company retail outlet in Delhi as on the date of tender shall be the base price in case of petrol-driven cars.

13. The bills along with trip sheet duly signed by the user should be submitted by the

agency on a monthly basis and the payment shall be made within 30 days from the receipt of the bills.

14. The penalty levied by any government department /statutory body for the violation of

any norm or regulation shall be the sole responsibility of the agency/ contractor. RINL in no way will be responsible for such payments.

15. Compliance of all statutory obligations shall be ensured by the agency. The agency

shall indemnify RINL against any liability falling on RINL due to non- compliance of statutory obligation by the agency or any of its agents/servants/drivers or for any reason whatsoever.

16. During the course of hiring of Cars the contractor is entirely responsible for all losses,

damages and injuries etc., caused to the company or to any other agencies men, material, equipments and properties.

17. The meters of vehicles supplied to RINL shall be duly sealed. In case, any tampering

is detected with a view to inflate the meter reading contract will be terminated immediately.

18. In case of any breakdown of car during the time of duty, the agency shall make

arrangements for another car and no mileage from the garage to the point of breakdown shall be paid. Alternatively, the user of the car shall hire another car and the amount incurred shall be deducted from the bills of the agency.

19. Toll Charges /Parking charges, State entry tax(if any) shall be reimbursed to the

Contractor/Agency on the production of a valid receipt. Road tax will be paid by the agency only.

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20. The actual mileage & time will be calculated from the garage to garage or 15kms(

each side)whichever is less for reporting /releasing in all places within the State of Delhi. Maximum lead time of one hour or actual time from each side whichever is less will be given for starting/reaching from/to garage to reporting place.

21. In case the vehicle is asked to report to any other place outside Delhi but within NCR

Region actual mileage and time (to and fro) will be allowed to be charged.

22. RINL reserves the right to terminate the contract in case of failure of the Agency to provide satisfactory services and /or repeated failures to provide vehicles against requisitions. In such cases, the security Deposit shall be forfeited and the decision of RINL in this regard shall be final and binding.

23. For any dispute arising on this contract, In-charge, Delhi Liaison Office of (RINL)

shall appoint an officer to coordinate, to advise and to reach an amicable solution. However, if any matter is to be referred to arbitration, the arbitrator shall be appointed by In-charge, Delhi Liaison Office of (RINL) and the decision of Arbitrator shall be binding on both the parties.

24. The finalized agencies will be required to strictly adhere to the terms & conditions of

the contract and provide the quality hired car services for & on behalf of RINL. Hired car services not found within scope of work of the tender, penalty will be imposed as under:

S. No. Item Penalty 1 Day to day bookings:

Non-acceptance/non-reporting of cars Late reporting/ bad quality of car

Rs.1000/- per instance

50% amount will be deducted from that bill.

2 Fixed monthly and day-to-day bookings: Driver’s misbehavior with the user or under the influence of any intoxicant. The excess claim of mileage and/or meter tempering.

Rs. 1000/- on the 1st instance. Rs. 1500/- on the 2nd instance. Termination on the 3rd instance.

3. Day-to-day bookings: Not sending SMS of Car No., Mobile No. and Name of Driver to the user of the car for which the booking is given.

Rs,50/- on each instance.

4 Not keeping a water bottle, Newspaper etc.

Rs 100/- on each instance.

25. Evaluation Criteria: Tenders shall be evaluated based on the lowest rates quoted for

the supply of Cars in Segment 1 on a monthly basis. L-1 tenderer of the segment 1 on a monthly basis has to match the lowest rates quoted by other tenderers for other segments. This will also form the base rate for hiring of cars on day to day basis. Failure to match the L1 rates of other tenderers would disqualify the L1 tenderer of Segment 1.

26. The disputes shall be subject to Courts of Delhi who shall have jurisdiction over such

matters.

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RASHTRIYA ISPAT NIGAM LTD VISAKHAPATNAM STEEL PLANT

DELHI LIAISON OFFICE

APPLICATION FORM (Technical Bid) --- Part- A

(All entries compulsorily to be filled)

1. Name of Applicant/Firm/ Contractor

2. Office Address

3. PAN No.

4. Service Tax Regn No (Copy of PAN No./Service Tax Regn. No. to be attached) 5. Service Tax shall be paid extra as applicable provided the bills are serially numbered and

contained the following: (i) Name & Address of the Contractor, Service Tax registration Number and

Jurisdictional Range (ii) The name & address of the person receiving the service i.e. the company. (iii) Description, classification and value of the taxable service. (iv) The Service Tax, Education Cess and secondary and Higher Education Cess

payable.

6. Registered Office

7. Address of Garage

8. Distance from Garage to RINL Office in Kms:

9. Phone Nos.

10. FAX No.

11. Name & Designation of Authorized Signatory :

12. Name of Contact Person(s) with Designation(s) & Contact Nos.

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13. Details of Vehicles available ( Please furnish in separate sheet in given format)

S.No. Make & Model& Fuel

Used Registration No.

Year of Registration.

Name of the owner

1 Segment 1

2 Segment 1

3 Segment 1

4 Segment 2

5 Segment 3

6 Segment 3

7 Segment 3

8 Segment 4

9 Segment 5

For additional information for the cars owned by the agency a separate sheet may be attached along with the copies of the RC Books of the vehicles

14 Please provide details of organizations for which you are providing car hire service

(Please use separate sheet if required)

15 Your Firm is a (Please tick any one category)

Type of Concern Tick any Registered Proprietary Concern

Registered Partnership

Private Limited Company

Public Limited Company

16 Turnover of the company during the past 3 financial years.

Year Turnover in Rupees 2012-2013 2013-2014 2014-2015

S.No. Organization Period of Contract

Type & No. of Cars provided

Contact Person & Phone No.

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17 Whether any of the following is/are dismissed Govt Servant(s)/Employees(s) of Rashtriya Ispat Nigam Ltd or has been blacklisted by any Govt Agency/PSU. If yes, attach details.

(a) The applicant (b) Any of its Partners or Directors (c) Any of its employees.

18 Whether the applicant or any of the Proprietor, Partner, Director is working as contractor in Rashtriya Ispat Nigam Limited or any Govt Dept/Public Sector Undertaking and has been

(a) Black Listed (b) Removed from the approved list of contractors (c) Under orders for banning or suspending business with him/them If yes, give the details indicating the period.

19 Details of Earnest Money Deposit enclosed

Amount DD/Bankers Cheque No

Date Drawee Bank & Branch

20 Any other relevant information, please mention:

…………………………………………………… ……………………………………………………

I hereby declare that all the information submitted herein is true and no information has been concealed. Signature: Name & Designation Date : Seal of Tenderer

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DELHI UNIT OFFICE

(Price Bid)

SCHEDULE OF RATE FOR SUPPLY OF AC CARS

Name of the Agency: A. Hiring of car/cars on MONTHLY basis:

1) Tenders shall be evaluated based on the lowest rates quoted for the supply of Cars in Segment 1

on a monthly basis. L-1 tenderer of the segment 1 on a monthly basis has to match the lowest rates quoted by other tenderers for other segments. This will also form the base rate for hiring of cars on day to day basis. Failure to match the L1 rates of other tenderers would disqualify the L1 tenderer of Segment1.

2) Rates quoted above shall be inclusive of all applicable statutory levies like Road Tax, State

Road Tax except Service Tax. Service Tax as applicable shall be payable extra.

The above-quoted rates shall apply for both hills and plains. Signature Name and Designation

Date of the Tenderer

Sl. No. Make & Model Description The amount in Rs.

Remark

1. Segment 1 : Indica/Ritz/Etios Liva/Swift//i10

Lump sum monthly rate for distance travelled up to 2500 km and/or 250 hrs

Extra KM Rate

Extra hour rate

2. Segment 2 : Swift Dzire/Etios/Amaze/i20


Extra KM Rate

Extra hour rate

3. Segment 3: SX4/ Ciaz/Honda City/ Hyundai Verna


Extra KM Rate

Extra hour rate

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DELHI UNIT OFFICE (Price Bid)

SCHEDULE OF RATES FOR SUPPLY OF AC CARS NAME OF THE AGENCY: II. DAILY BASIS:

Note: If the vehicle runs more than 4 hours, it shall be treated as full day usages.

Sl. No.

Make & Model Description Amount (Rs.)

Remarks

1 Segment1:Indica/Ritz/Etios Liva/Swift//i10

Hiring of vehicles on daily basis

Lump-sum Rate for Half Day: Travelled Time ≤ 4 Hours

& Travelled Distance ≤ 40 Kms

Lump-sum Rate for Full Day: Travelled Time: > 4 Hours and ≤ 8 Hours

& Travelled Distance: up to 80 Kms

Extra KM Rate Extra hour rate 2 Segment2: Swift

Dzire/Etios/Amaze/i20 Hiring of vehicles on daily basis





Extra KM Rate Extra hour rate 3. Segment3: SX4/ Ciaz/Honda

City/Hyundai Verna Hiring of vehicles on daily basis





Extra KM Rate Extra hour rate 4. Segment4: Innova/ Duster/ Mahindra

Scorpio/ Nissan Terrano Hiring of vehicles on daily basis





Extra KM Rate Extra hour rate 5.. Segment5: Toyota Corolla/Hyundai

Elantra / Skoda Octavia / Volkswagen Jetta

Hiring of vehicles on daily basis





Extra KM Rate Extra hour rate

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Tenders shall be evaluated based on the lowest rates quoted for the supply of Cars in Segment 1 on a monthly basis including distance from garage to garage or 15 km(each side) for reporting/releasing whichever is less. L-1 tenderer of the segment 1 on a monthly basis has to match the lowest rates quoted by other tenderers for other segments. This will also form the base rate for hiring of cars on day to day basis. Failure to match the L1 rates of other tenderers would disqualify the L1 tenderer of Segment 1.

Rates quoted above shall be inclusive of all applicable statutory levies like Road Tax and State Road Tax etc except Service Tax. Service Tax as applicable shall be payable extra. The above-quoted rates shall apply for both hills and plains.

Signature: Date Name & Designation of the tenderer

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Annexure-I From: To: Incharge Delhi Unit Office, Rashtriya Ispat Nigam Limited/VSP 4th floor, 4th Tower, NBCC Plaza PushpVihar Sector-V, Saket New Delhi-110017.

Sub: E-Payment

Ref: Contract/Work Order No.

Dear Sir,

“I/We hereby convey our consent that the payment made by RINL/VSP of any sum due to me/us, directly remitting the same to my / our Bank, the address and the number of which is furnished shall be in full discharge of the particular bills, raised by me/us and I/We shall not have any claim in respect of the same.” Undertaking : “I/We hereby undertake that any payment made direct to me/us or to Bank Account shall be in full discharge of the obligations of RINL/VSP and I/We shall have no claim whatsoever in respect of the bill for which the payment is made.” I/We opt for EFT or RTGS /Direct Credit (Strike out whichever is not applicable) I/We furnish here below the bank account details:- 1. Name of the Bank 2. Branch Name, place and MICR Code/IFSC Code of the Branch 3. Account Number in full 4. Type of Account For & on behalf of Company

AUTHORIZED SIGNATORY / PROPRIETOR

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RASHTRIYA ISPAT NIGAM LIMITED VISAKHAPATNAM STEEL PLANT

NEW DELHI UNIT OFFICE 4th floor,4th Tower

NBCCPlaza, Saket DELHI –110017

Subject: Supply of AC cars on hire for & on behalf of RINL, New Delhi Unit Office

SCOPE OF WORK

1. The agency will have to ensure that requisitioned cars are filled with sufficient fuel

before it reports on the duty of the company. The driver will not be allowed to fill fuel in the car immediately after reporting and/or during normal hiring hours.

2. The agency will be required to provide with each driver a sufficient cash to meet the on-

the-way/contingent expenses like parking, toll, MCD, state entry tax etc.

3. Allocation of the fixed monthly and day to day car bookings will be as per requirement of the company. The agency may be required to provide fixed monthly and day to day cars at different places in Delhi and NCR for which mileage will be as mentioned in the succeeding clause.

4. Fixing of mileage from garage to reporting place and releasing will be as under:

Sl.No. Description Maximum mileage payable 01 From the garage to reporting places in

Delhi. Maximum 15Kms(each side)and maximum time of one hour from garage to reporting place and vice versa or actual mileage and time each side respectively whichever is less

02 From garage to outside Delhi but within National Capital region (NCR)

Actual mileage and timings (to and fro) from the garage to garage basis.

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