tender document for hiring of staff car
TRANSCRIPT
ESIC -
Chinta Se Mukti
SUB REGIONAL OFFICE (MADURAI) EMPLOYEES’ STATE INSURANCE CORPORATION
2nd WEST STREET, K.K.NAGAR, MADURAI-20. (An ISO 9001 – 2008 Certified Office)
Fax : 0452-2531255 Phone :0452-2531074
Visit us at : www.esic.nic.in. Email : [email protected]
TENDER DOCUMENT FOR HIRING OF STAFF CAR NOTICE INVITING E – TENDER
Employees’ State Insurance Corporation, Sub Regional Office,Madurai invites online tenders from the interested and eligible tenderers for:-
PLAN (1) Hiring of Staff Car with Driver on monthly basis in the Sub Regional Office, Madurai(Tamilnadu) and
PLAN (2) Hiring of other vehicle(s) on requirement / call basis for ONE years which can be extended for a further period of one year upto three years if the services are found satisfactory on same terms & conditions.
Sl. No.
Name of
Work
Estimated Annual cost (approximately)
Earnest money Deposit (EMD)
Security
Deposit(SD)
Last date & Time of online uploading and receiving of sealed tender bids
Date & Time of Tender opening
Place: ESIC, SRO
MADURAI(TN)
1 Hiring of staff car on monthly basis
Rs. 4.00 Lacs Rs. 8600/- Rs. 21,600/- 16.04.2018
upto 03:00 PM
16.04.2018
at 03:30 PM
1. The interested tenderers should submit/upload duly filled and signed tender form and their bids along with scanned copies of all the relevant certificates , documents, etc. in support of their bids (all duly signed), on the esic tender portal i.e. https://esictenders.eproc.in. A complete set of hard copy of Tender documents along with EMD must also be submitted latest by 16.04.2018, upto 03:00 pm in the Tender Box kept in ESIC office i.e. SRO, Madurai (T.N.) However it is noted that only those tender uploaded on the ESIC tender portal ibid will be accepted. Non-submission of EMD will lead to rejection of the tender application. Bidders have to deposit the Earnest Money Deposit (EMD) of Rs.8,600 /-(Rupees Eight Thousand and six hundred Only) in the form of Demand Draft drawn in favour of"ESI Fund A/c No.1" payable at Madurai.
1. Tenders/Applications submission/received without Earnest Money Deposit (EMD) will be rejected. The bids will be opened online on 16.04.2018 at 3:30 pm.
2. Tender document is also available on the "tenders" link of the websites/portals of Employee's State Insurance Corporation https://esictenders.eproc.in, http://www.esic.nic.in and Central Public Procurement portal i.e. eprocure.gov.in.
3. Any Corrigendum to this tender will be notified through the aforesaid websites/portals only.
Selection of the successful bidder will be at the sole discretion of the Additional Commissioner, SRO ESIC Madurai (T.N.), who reserves the right to accept or reject any or all the proposals without assigning any reasons.
4. Tender application will be accepted only online mode through ESIC centralised tender portal i.e. https://esictenders.eproc.in. No other mode of tender submission will be entertained.
5. All documents as per published tender, should be uploaded as per above Point no. 4 &
Incomplete documents submission/upload will not be accepted.
6. Tenders are requested that, before quoting their rates or filing tender, the tender form may please be read out thoroughly (line by line), otherwise this office will not be held responsible for any error/oversight of his own.
7. Tender Schedule:-
1 Period of downloading of tender form upto 16.04.2018 (02:30 PM) 2 last date of submission of duty filled in tender
form 16.04.2018 upto 03:00 PM
3 Date of opening of tender (Technical Bid) 16.04.2018 at 3:30 pm.
4 Earnest Money Deposit Rs. 8600/- 5 Security Deposit Rs. 21,600/-
Note: (The envelope containing hardcopy of tender as well as subsequent communications should be addressed and delivered to “The Additional Commissioner, Sub Regional Office, ESI Corporation, 2nd west street, KK Nagar, Madurai. All Communications must be addressed to the officer named above by title only not be name.)
Important Instructions for Bidders regarding Online Payment
All bidders/contractors are required to procure Class-IIIB Digital Signature Certificate
(DSC) with Both DSC Components i.e. Signing & Encryption to participate in the E-Tenders. Bidders should
get Registered at https://esictenders.eproc.in.
Bidders should add the below mentioned sites under Internet Explorer > Tools >
Internet Options > Security > Trusted Sites > Sites of Internet Explorer :
https://esictenders.eproc.in
https://www.tpsl-india.in
https://www4.ipg-online.com
Also, Bidders need to select “Use TLS 1.1 and Use TLS 1.2” under Internet Explorer >
Tools > Internet Options > Advanced Tab > Security.
Bidder needs to submit Bid Processing Fee charges of Rs. 2495/- (non-refundable) in favour of M/s. C1 India
Pvt. Ltd., payable at New Delhi via Online Payment Modes such as Debit Card, Credit Card or NetBanking
for participating in the Tender.
Bidders can contact our Helpdesk at https://esictenders.eproc.in/html/Support.asp
ESIC -
Chinta Se Mukti
SUB REGIONAL OFFICE (MADURAI) EMPLOYEES’ STATE INSURANCE CORPORATION
2nd WEST STREET, K.K.NAGAR, MADURAI-20. (An ISO 9001 – 2008 Certified Office)
Fax : 0452-2531255 Phone :0452-2531074
Visit us at : www.esicmadurai.org Email : [email protected]
GENERAL TERMS AND CONDITIONS FOR TENDER/BID
All tenderers are requested to read the tender document carefully including its terms and conditions, procedures to fill the tender format and tender assessment criteria.
TENDER DOCUMENTS CONSISTs OF THE FOLLOWING: -
1. Eligibility Criteria
2. Instructions to Tenderers
3. Scope of work
4. General conditions of contract
5. Tender Evaluation Criteria
6. T e c h n i c a l b i d (Annexure – A)
7. F i n a n c i a l b i d f o r P L A N 1 (Annexure – B)
8. Financial bid for PLAN 2 (Annexure – C)
9. Declaration (Annexure- D)
10. Check List (Annexure – E)
1. ELIGIBILITY CRITERIA
1. The tenderer should have PAN/GST No.
2. The tenderer should have registered in ESI/EPF/WC.
3. The bidders should have experience of providing such services to Govt./PSUs/Autonomous Body/Reputed Private Companies/Firms and tenderershould not be blacklisted by any Govt./Private Organization/Institution.
4. The vehicle proposed to be provided must have commercial permit and fulfill all the conditions for running in Tamilnadu State.
5. The vehicle should have comprehensive insurance cover against all type of
Accident / damage that of driver.
6. The year of manufacture of the vehicle should not be prior to the year 2016.
7. Tenderer should have drivers with valid commercial driving licence.
Sign of the Tenderer with seal
2. INSTRUCTIONS TO TENDERERS
1. The online bid should be accompanied with a separate Demand Draft towards cost of
Earnest Money Deposit (EMD) of Rs. 8,600/- issued by any nationalized bank in favour
of “E.S.I Fund Account No.1 payable at Madurai (T.N.). In the absence of the same,
the tender shall be summarily rejected. EMD shall be refunded to all unsuccessful
bidders after finalization of the contract and the same shall be refunded to the successful
bidder on receipt of performance security deposit. No interest is payable on the
EMD/SD to either the successful Tenderer or unsuccessful Tenderers.
2. Copies of the PAN/GST Number should be submitted along with the bid.
2. Technical bid(Annexure ''A”); Financial bid Plan 1 (Annexure“B”), Financial bid
Plan 2(Annexure “C”) & Declaration (Annexure“D”) should be submitted.
3. Physical Checking and test drive of the staff car to be deployed will be done on the date
communicated to the successful bidder before entering into the contract. The tenderer
shall bring the vehicle along with driver on the day of checking. Physical Checking and
Test Drive will be evaluated by the officer(s) nominated by the Additional
Commissioner and the decision of the Additional Commissioner regarding suitability
will be final and binding.
4. In addition to online submission, the sealed cover containing tender documents along
with D.D. for EMD of Rs. 8600/- (Rupees Eigh Thousand and six hundred only) should
also be dropped in the tender box before the stipulated date and time mentioned
elsewhere in the document. The envelope shall be super scribed as “Tender for the Staff
Car”.
5. Each and every page of the tender documents along with the documents which will be
uploaded by the bidder should be signed by the Proprietor/Director/Partner as the case
be along with seal/stamp of the Firm.
6. The financial bid of the tenderers, who qualify in the technical bid, will be opened in
the presence of only those successful tenderers, who choose to attend the opening of
financial bid.
7. The Additional Commissioner, ESIC SRO Madurai (T.N.) reserves absolute rights to
cancel/reject any or all tenders without assigning any reason.
8. The A d d i t i o n a l C o m m i s s i o n e r , ESIC S R O M a d u r a i reserves absolute rights to strengthen/relax, add/remove any terms and conditions without assigning any reason.
Sign of the Tenderer with seal
3. SCOPE OF WORK
The Contractor shall provide a car (Air Conditioned) with commercial permit &
with driver on monthly rental basis to this office. The Vehicle provided should fulfill all
the conditions for running in Tamilnadu state. The Contractor has to ensure that the
staff deployed by them is well-dressed in neat uniform and is punctual in his work and
has a mobile phone. The staff deputed for work should not have any kind of criminal or
adverse record and they should be well-behaved. The Corporation reserves it's rights
to monitor, make surprise checks & verifications on all aspects of the work and the
service provider shall co-operate with the officials so authorized by the Corporation and
furnish to them all records and materials for inspection without demur. The Contractor
should arrange for proper cleanliness and hygiene of the vehicle including inter alia the
provisioning of car perfume, tissue paper, hand towels etc. in the vehicle engaged on
monthly basis. The model of the vehicles provided shall not be older than 2016 (i.e. Year
of Manufacture).
Details of the services needed are as mentioned below:
Particulars of Services required Models of vehicles
Staff Car with driver on monthly hire basis
Indigo / Swift Dzire / Etios / Ciaz / Tata Zest /
Toyata Etios / Fiesta / Sunny / Honda City /
Honda Amaze, Hyundai Verna
Sign of the Tenderer with seal
4. GENERAL CONDITIONS OF CONTRACT
1. The term Corporation means “Employees’ State Insurance Corporation”.
2. The term Addl Commissioner means “Addl Commissioner, Sub-Regional Office, ESIC, KK Nagar
Madurai – 625 020”.
3. The Staff Car Service Contract shall initially be valid for a period of one year. However, the contract may
be renewed every year on satisfactory performance on the same terms and conditions with mutual
agreement upto three years only.
4. The bidder should have PAN Registration and GST Registration.
5. The bidder should have registered office in Madurai having all the facility required for running an office
such as Landline Telephone Number, Fax, Mobile and valid E-mail Id.
6. The applicant contractor should have experience of running a fleet of vehicles on hiring basis. Certificate
for experience providing services in any organization should be attached.
7. The vehicle proposed to be provided must have commercial permit for operation in Tamilnadu State.
8. The bidder should not be under declaration of ineligibility for corrupt and fraudulent practices or any
other reason whatsoever, or have not been black listed by Govt. of India or any of its agencies including
Public Enterprises and / or by any State Govt. or any of its agencies.
9. The services of the bidder should not have been terminated on account of deficiency in service / non
fulfillment of Tender conditions by this office or any office of ESIC during any time in the last five years
from date of publication of tender.
10. Vehicle proposed to be provided should be of latest model, not prior to 2016.
11. The duty hours will normally be from 9.15 AM to 5.45 PM. However, if so required the duty hours may
be extended.
12. Saturday and Sunday are weekly offs and normally vehicle may not be required on these days. However,
if so required, the contractor shall have to provide the vehicle and driver on Saturday and Sunday or
other holiday without any extra charges.
13. Payment shall be made on monthly basis for the usage up to 2000 km for the vehicle.
14. Rates quoted by bidder shall be inclusive of cost of manpower, other levies, duties, repair and
maintenance charges, insurance and other statutory liabilities related to labour laws etc.
15. Rates should also be specified in Annexure – B in case vehicle is used beyond monthly ceiling of
Distance. [Kilometer on Saturday and Sunday or other Holiday will be included in the monthly limit of
specified kms without giving extra charges].
16. The vehicle Registration Book, Insurance Copy, Emission Certificate, Road Tax payment certificate,
Commercial Vehicle permit and Driver license should be available with the vehicle at all times.
17. In case the staff car is not provided on any day, the cost of alternative arrangements made will be
recovered from the contractor by deducting bill / security deposit or otherwise.
18. Notwithstanding the award of contract under this tender, the Addl. Commissioner reserves the right to
hire vehicles from any other agency also during the tenure of contract.
19. The contractor shall bear the costs of fuel, salaries of his driver, repair and maintenance, road tax,
insurance, commercial permit etc., of the vehicles provided and shall also maintain the vehicles in good
working condition for 24 x 7 x 365 days use by office. The driver to be deployed by the contractor
should be paid as per prevailing Minimum wages Act. The ESIC, SRO MADURAI, shall not be a party
in any disputes whatsoever regarding wages and allowances of drivers.
20. The staff provided by the contractor shall not be entitled to get any amount from this office as
allowances, wages bonus, gratuity or retrenchment compensation, etc. Such persons shall purely be
engaged by the contractor only and this office shall not undertake any responsibilities with regard to their
employment, welfare, payment of wages, etc.
21. The drivers / staff to be provided by the firm shall be a qualified driver. He shall have a valid commercial
driving license. He should have a Medical Fitness Certificate especially with respect to eye sight and
problems related to eyes. The driver should have sufficient driving experience. He should always while
on duty be well dressed. He should be polite and well behaved and should not have any kind of criminal
or adverse record.
22. The driver shall keep documents such as RC, Pollution Check Certificate, etc of the vehicle with him all
the time. In case of any penalty for any violation of rules / law, only the firm / driver shall be solely
responsible for the same.
23. The contractor shall furnish complete bio-data with mobile number of the driver. The character and
antecedents of drivers to be deployed should be properly verified and their details (name, address,
telephone no., photograph, copy of driving license etc) will have to be provided to this office. Frequent
change of driver without any justification shall not be allowed.
24. The contractor shall arrange for proper substitute of the driver in case of his leave, absence, sickness, etc.
25. The Additional Commissioner reserves the right to require the Agency to replace the driver without
assigning any reasons for the same and agency shall do so promptly when required to do so.
26. Log book shall be maintained and usage details therein shall be certified by an authorized officer /
official on daily basis.
27. The contractor shall bear all taxes, recoveries, charges, etc., as applicable and also comply with all
statutory requirements regarding compliance of all labour law such as Minimum Wages Act, ESI, EPF &
Misc. Prov. Act , Workmen compensation Act etc. The contractor shall indemnify against all liabilities /
losses / penalties borne by this office which may arise on account of hiring of the staff car under this
contract.
28. Income Tax as per rules shall be deducted from the bill wherever applicable.
29. The Additional Commissioner reserves its right to monitor, make surprise check and verifications on all
aspects of the work and the service provider shall cooperate with the officials so authorized by him and
furnish to them all record and materials for inspection without demur.
30. The contractor should arrange for proper cleanliness and hygiene of the vehicle including inter alia the
provisioning of car perfume, tissue paper, hand towels, etc., in the vehicle.
31. The Additional Commissioner reserves absolute rights to cancel / reject any or all tender without
assigning any reason. The Additional Commissioner has absolute right to strengthen / relax / add /
remove any terms and conditions without assigning any reason.
32. Physical checking and test drive of the staff car to be deployed will be done before entering into the
contract.
33. The condition of the vehicle / staff car will be reviewed after it runs 50,000 kms. Thereafter, if the
vehicle is found not be in proper running condition, the contractor shall have to replace it.
34. The vehicle hired shall normally be used for travelling throughout Tamilnadu. However, it can also be
used for travelling to neighboring state as per requirement.
35. The firm shall have to bear all the expenses relating to food, etc., of the driver. For stay / overnight stay
outside Madurai also expenses will be borne by the firm only.
36. The vehicle provided by the firm should always be in top class condition. In case of any break-down of
the vehicle, the firm shall immediately provide another vehicle as replacement. Otherwise this office may
hire a vehicle from some other source and recover the expenses from the firm along with penalty of Rs.
1000/-.
37. Log book shall be maintained for the vehicle hired. These will be signed by the user / officer authorized
by this office. Log book shall remain in custody of this office.
38. Monthly Bill shall be produced in the first week of following month along with duly signed log book.
Mode of payment will be ECS / RTGS on monthly basis subject of satisfactory services.
39. The charges shall be fixed for entire period of contract and no interim hike will be accepted / allowed for
whatever the reasons thereof.
40. Mileage / Distance will be measured from ESIC, Sub Regional Office, MADURAI.
41. Vehicle will be parked in Sub-Regional Office premises only.
42. The agency shall not sublet or subcontract this service to any other party in any circumstances, after
agreement of contract. If it comes into the notice of Sub-Regional Office, Madurai, the contract will be
terminated and Performance Guarantee Money will be forfeited.
43. All the disputes will be subject to under the jurisdiction of Madurai District only.
44. The successful bidder shall be required to sign an Agreement on a non-judicial stamp paper worth Rs.
100/- to be purchased by bidder.
45. The Additional Commissioner, Sub-Regional Office, Madurai shall have the right to terminate the
agreement in case the services are found not to be satisfactory with immediate effect.
46. The contractor is required to give a notice of three months in case he wants to discontinue the services.
47. In case of breach of any terms and conditions of the contract, the performance security deposit of the
contractor shall be liable to forfeited besides annulment of the contract.
48. In case of non compliance of the above terms and condition of contract, a penalty may be levied. The
penalty for some of the defaults is as under:
Sl.
No.
Nature of Default Penalty in Rupees
1 Late Reporting Rs. 250/- per day
2 Non-Reporting Rs. 250/- per day
3 Poor Maintenance of vehicle Rs. 500/- per month
4 Refusal of duties Rs. 1000/- per day
5 Non-observations of dress code / proper
etiquette
Rs. 100/- First instance & Rs. 200/- for
subsequent instances.
6 Change of drivers without justification Rs. 200/- per instance
7 Unhygienic / Untidy vehicle Rs. 200/- per day
8 Unsafe / Rash driving Rs. 250/- per day
9 Stoppage of vehicle due to insufficiency of
fuel
Rs. 200/- per instance
10 Breakdown of vehicle more than once in a
month
Rs. 500/- per instance
Signature of tenderer with seal.
5.Tender Evaluation Criteria
Signature of tenderer with seal.
Sl. Details Weightage A Charges for Staff car for first 2000 kms / month with driver
90%
B Charges per km after completion of 2000 kms in a month 5%
C Charges per hour for extra hours after duty hours(before 09.00AM and after 06.00 pm
and
5%
ANNEXURE “A”
6.TECHNICAL BID
Sl No Particulars Details
1 Name of the Tenderer
2 Constitution
(proprietorship/partnership/company)
3 Name of Owner/Partner/Directors
4
4(a)
Full particulars of Office
Address
4(b) Telephone Number
49(c) Fax No
4(d) E Mail Address
5 Full particulars of the bankers of the
Firm
5(a) Name of the Bank
5(b) Account Type
5(c) Account Number
6 PAN NO.
7 GST NUMBER
8 ESI NUMBER
9 EPF NUMBER
10 DETAILS OF EMD
10(a) Amount
10(b) DD/BC NO. AND DATE
10(c) DRAWN ON BANK
10(d) Valid upto
SIGNATURE OF TENDERER WITH SEAL
Annexure “B”
IV. Financial Bid for Plan – 1
Details of vehicle to be deployed as staff car
Manufacturing Company Model Year of manufacture
Plan – 1 : Hiring of Staff Car for Sub Regional Office Madurai on monthly chargeable basis.
Class of Vehicle [with AC]
Rate per Month per 2000 kms [Per vehicle] **
Rate per Km for additional Km beyond 2000 kms [per kms charges]**
Charges per hour for extra
hours after duty hours(before
09.00AM and after 06.00
pm)
Indigo / Swift Dzire / Etios / Ciaz / Tata Zest / Toyata Etios / Fiesta / Sunny / Honda City / Honda Amaze, Hyundai Verna
Rs.__________/- (Rupees __________________ __________________________ _________________)
Rs.__________/- (Rupees ________________ ________________________ _________________)
Rs.__________/- (Rupees ________________ ________________________ _________________)
**[Exclusive of GST]
NOTE: The above charges should be quoted keeping in view that the vehicle may be
required to be run on 26 days per month without any additional payment
within 2000 kms in a month. *(Exclusive of GST)
Date:
Signature of tenderer with seal.
Annexure – C
Financial Bid for Plan – 2
Plan – 2 : Hiring of other vehicle(s) on requirement / call basis.
Vehicle Rate for 6 hrs / 75 Kms** Rate per extra Kms**
Rate for 12hrs / 150 Kms**
Rate per extra Kms**
Ac Non Ac Ac Non Ac Ac Non Ac Ac Non Ac
Indica/ Etios-Liva/ Wagon-
R/ Maruti Swift/
i-10/i-20 or equivalent
Rs.________/- (Rupees
________________________________________________________
________)
Rs.________/- (Rupees
________________________________________________________
________)
Rs.________/- (Rupees
________________________________________________________
________)
Rs.______/- (Rupees
____________________________________________
______)
Rs.______/- (Rupees
____________________________________________
______)
Rs.______/- (Rupees
____________________________________________
______)
Rs.______/- (Rupees
____________________________________________
______)
Rs.______/- (Rupees
________________________________________________
______)
Indigo/ Swift Dzire/
Honda City/ Honda
Amaze / Etios or
equivalent
Rs.________/- (Rupees
________________________________________________________
________)
Rs.________/- (Rupees
________________________________________________________
________)
Rs.________/- (Rupees
________________________________________________________
________)
Rs.______/- (Rupees
____________________________________________
______)
Rs.______/- (Rupees
____________________________________________
______)
Rs.______/- (Rupees
____________________________________________
______)
Rs.______/- (Rupees
____________________________________________
______)
Rs.______/- (Rupees
________________________________________________
______)
Innova / Scorpio /
Toyota Qualis / Duster or equivalent
Rs.________/- (Rupees
________________________________________________________
________)
Rs.________/- (Rupees
________________________________________________________
________)
Rs.________/- (Rupees
________________________________________________________
________)
Rs.______/- (Rupees
____________________________________________
______)
Rs.______/- (Rupees
____________________________________________
______)
Rs.______/- (Rupees
____________________________________________
______)
Rs.______/- (Rupees
____________________________________________
______)
Rs.______/- (Rupees
________________________________________________
______)
**[Exclusive of GST]
Date: Tenderer’s Signature:
Tenderer’s Name:
Stamp / Seal:
Annexure “D”
DECLARATION
1. I.............................................Son/DaughterofShri..........................................
Proprietor / Partner/Director/Authorized Signatory of …............................................
am competent to sign this declaration and execute this tender document.
2. I have carefully read and understood all the terms and conditions of the tender and
hereby convey my acceptance of the same.
3. The information/document furnished along with the above application are true and
correct to the best of my knowledge and belief. I/We, am/are well aware of the fact
that furnishing of any false information/fabricated document would lead to rejection
of my tender at any stage besides liabilities towards prosecution under appropriate
law.
4. It is certified that the firm has not been blacklisted by any Govt., PSU or
Autonomous / Statutory body/Reputed Private Company.
Signature of authorized person.
Date: Full Name:
Place: Firm’s / Company's seal:
Note: The above declaration, duly signed and stamped by the authorized signatory of
the tenderer must be enclosed with tender.
Signature of tenderer with seal
Annexure “E”
Checklist of Documents to be submitted
“THE BID DOCUMENTS HAVE TO BE SUBMITTED IN THE FOLLOWING SEQUENCE”
Sl. No. Documents Submitted (Yes/No) 1 EMD Rs.8,600/- in the form of DD of any nationalized
bank payable at Madurai (T.N.)
2 Copy of PAN Card
3 Copy of GST Registration
4 Copy of Valid Motor Insurance of Vehicle proposed to be deployed as per eligibility criteria
5 Copy of RC of vehicle proposed to be deployed
6 ESI/EPF/Workman Compensation.
7 Experience Certificate as per eligibility criteria
8 Income tax return of last year
9 Constitution (Proprietorship/partnership/company)
related documents
10 Bank Account details (Required Cancelled cheque)
11 'Annexure A'(Technical bid)
12 'Annexure B'(Financial bid for PLAN 1)
13 'Annexure C'(Financial bid for PLAN 2)
14 'Annexure D'(Declaration)
Note: Tender document along with seal and signature of the authorized signatory on
all the pages. Annexure to filled separately and uploaded with financial bid.
Signature of tenderer with seal.