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C
WESCO UTILITY
TENDER CALL NOTICE No.- WESCO/FIN/COO/ 273 (8) Dt. 07.09.2015
TENDER SPECIFICATION
FOR
HIRING OF LIGHT VEHICLES BY WESCO
Date and Time to obtain of Tender Documents :By Dt.16.09.2015 10 AM
Last date & Time for submission of Tender :Dt.16.09.2015 3.00 PM
Date and time of opening of Tender (Technical) :Dt.16.09.2015 4:00 PM
Place: Head Office, WESCO, Burla, Sambalpur-768017, Odisha
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A. Introduction: With an attempt to bring uniformity in engagement of hired light vehicles & better managerial
control, WESCO Utility intends to invite Tender from potential Bidder(s) for engagement of
vehicles in different Divisions/Circles/Head Office. The Operational area of WESCO covers 9
Revenue District of western part of Odisha i.e. Sambalpur, Bargarh, Sundergarh, Jharsuguda,
Deogarh, Bolangir, Sonepur, Kalahandi, Nuapada comprising of 5 Electrical Circles,17 Elect.
Divisions, 55 Sub-Divisions along with more than 200 Sections & 3 MRT Circle, 4 MRT
Division, One Store Division.
B. Scope of work: The scope of work includes engagement of Light commercial Vehicles (diesel) on monthly hire
charge basis in the operational area of WESCO Utility as shown below. Presently, WESCO
utility is hiring vehicles from different agencies/ proprietors/ individuals on monthly / fortnight
basis, which includes payment of daily hire charges and reimbursement of fuel (Diesel and
mobil) expenses. The average running of vehicle in field unit is around 1800 km/p.m. and in
corporate it is around 2200 km/p.m. Entire division/circle/head office has been divided into
seven packages. The packages are designed in such a way that the agency can operate its
vehicles in a proper manner throughout the allotted area. For example package –I includes
vehicles under Rourkela division, Rourkela Sadar, SE office Rourkela and Rajgangpur Division
so that the agency can operate with office at Rourkela and Rajgangpur in a smooth manner.
Similarly, other packages are defined to cover balance operational areas of the utility. It may
be noted that in each package requirement of WESCO would be at least one AC type, 4 to 5
nos of bolero type and balance are indica/ ambassador/marshall type vehicles.
TABLE-A
Sr.
No Division
Area of Operation
(Reference may
be made to)
No. of vehicle to
be engaged
(Approx.)
Required EMD (Refer clause -
1)
1 Rourkela Mostly urban area 6 17000
Package- I
2 Rourkela (Sadar) Note-1 8 22000
3 Rajgangpur Note-2 14 37000
4 Rourkela Circle Office Note-3 9 24000
5 Sundergarh Note-4 16 42000
Package- II
6 Brajrajnagar Note-5 6 17000
7 Jharsuguda Note-6 19 50000
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8 Sambalpur Note-7 7 19000
Package- III
9 Sambalpur (East) Note-8 13 34000
10 Deogarh Note-9 4 12000
11 Sambalpur Circle Office Note-10 2 7000
12 Bargarh Note-11 11 29000
Package- IV
13 Bargarh (West) Note-12 14 37000
14 Bargarh Circle Office Note-13 5 14000
15 Bolangir Note-14 12 32000
Package- V
16 Sonepur Note-15 15 40000
17 Titlagarh Note-16 17
45000
18 Bolangir Circle Office Note-17 9
24000
19 Kalahandi (East) Note-18 15 40000
Package- VI
20 Kalahandi (West) Note-19 8 22000
21 Nuapada Note-20 7 19000
22 Kalahandi Circle Office Note-21 4 12000
23 Head Office, Burla Note-22 19
50000 Package- VII
Package-I Note : 1) Rourkela (Sadar) Division includes the area like Bonai, Koida, Lahunipada & mahuldiha
2)Rajgangpur Division includes the area like
Rajgangpur,Kalunga,Biramitrapur,Hatibari,Bargaon & Kutra
3) The coverage of Rourkela Circle office includes areas under Rourkela,
Rourkela(S),Rajgangpur & Sudergarh Division along with Circle Office.
Package-II
Note: 4)Sudergarh Division includes the area like Sundergarh town,
Ujjalpur,Hemgiri,Lefripada,Sargipali,Gopalpur & Subdega
5)Brajrajnagar Division includes the area like
Brajrajnagar,Belpahar,Bandabahal,panchgaon,gumadera
6) Jharsuguda Division includes the area like Jharsuguda town,
Kuchinda,R.N.pali,Bagdihi,Jamankira
Package-III
Note: 7) Sambalpur Division includes the area like some part of Sambalpur
town,Hirakud,Burla,Gosala,Chipilima
8) Sambalpur (E) includes the area like some part of Sambalpur
town,sasan,rairakhol,Dhama,Rengali,Maneswar
9) Deogarh Division includes the area like Deogarh town, Reamal, Tileibani, Barkote
10) The coverage of Sambalpur Circle office includes areas under Sambalpur,
Sambalpur(E),Deogarh Division along with Circle Office.
Package-IV
Note: 11) Bargarh Division includes the area like Bargarh
town,Bhatli,Attabira,Bheden,Tora,Turunga,Bhukta,Dungri,Larambha
12) Bargarh(W) Division includes the area like
Padampur,Paikmal,Sohela,Barpali,Ghens,Melchhamunda,Bijepur,Jharbandh
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13) The coverage of Bargarh Circle office includes areas under Bargarh & Bargarh (W)
Division along with circle office.
Package-V
Note: 14) Bolangir Division includes the area like Bolangir town,
Loisingha,Agalpur,Salevata,Deogaon,Chudapali,Chatmakhna & Tusura
15) Sonepur Division includes the area like Sonepur
town,Birmaharajpur,Khari,Binka,Subalaya,Ullunda,Cherupali,Tarbha,Subalaya
16) Titlagarh Division includes the area like Titlagarh
town,Patnagarh,Kantabanji,Sindhekela,Belgaon,Khaprakhol,Muribahal & Tureikela
17) The coverage of Bolanbir Circle office includes areas under Bolangir, Sonepur,
Titlagarh Division along with Bolangir Circle Office.
Package-VI
Note: 18) Kalahandi (E) Division includes the area like Bhawanipatna
town,Kesinga,Narla,Utkela,Nunmath,Borda,Madanpur,M.Rampur,Biswanathpur,Chatiguda
19) Kalahandi (W) Division includes the area like
Junagarh,Charbahal,Dharmgarh,Jaipatna,Badkutru,Golamunda
20) Nuapada Division includes the area like Nuapada town, Khariar,Khariar Road,
Komna,Lakhna,Sinapali,Boden
21) The coverage of Kalahandi Circle office includes area under Kalahandi (E), Kalahandi
(W), Nuapada Division along with Kalahandi Circle Office.
Package-VII
Note: 22) Head Office, Burla includes MRT Circle-Burla, Energy Police Station, Central
Store-Burla along with vigilance - Sambalpur, Bhawanipatna, Roukela,
Jharsuguda
N.B. The Number of vehicles to be engaged may vary from time to time according
to requirement of each Division/Circle/section/Head Office.
C. Qualifying Requirement:
The Tender is divided into two parts namely Technical and Financial as per details mentioned
below:-
Technical Requirement (1st Part) : The following authenticated documents are needs to be
submitted by the Bidder.
a) Original Demand Draft from any Nationalised / Scheduled bank in favour of "WESCO
Ltd., Burla", payable at Burla or sambalpur towards Cost of Tender amounts Rs. 2100/- (VAT 5% included)
b) Requisite EMD (Refer table A) in shape of bank draft in favour of "WESCO Ltd." payable at Burla or sambalpur.
c) Self-attested copy of valid firm / agency or Travel operator license or registration.
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d) Self-attested copy of lncome Tax PAN card of Firm/Agency or Travel operator.
e) Tender specification duly filled in and signed in each page
f) No relation certificate (The Bidder should not be an employee of WESCO or close kin of WESCO employee )
g) Proof of Past experience for providing such service to any Govt. organization / PSU / company or any other organization in support of experience.
h) Self-attested copy of service tax registration certificate.
i) Identity Proof / Address proof
Apart from the above the Bidder will have to comply with the followings.
I. The Bidder i.e. Firm/Agency should have office/establishment in those areas or at
least one of those areas in which it has to bid.
II. A Bidder can not bid for whole WESCO
III. The Bidder can bid for a minimum of 1 (one) Division/Circle and maximum for a
Package (combination of Division/Circle as shown above) to be mentioned in
Declaration Form. The evaluation however, shall be made based on the rate quoted
for each Division/Circle/head Office for allotment of engagement Order instead of total
package quoted.
IV. The vehicle should be in good running condition so as to compatible with all type of
road condition for hassle free journey.
V. The different categories of light vehicles to be engaged should not be more than 03
(Three) years old at the time of engagement.
VI. The Bidder should have ability to provide minimum 10 Nos. (with a proof of previous
experience as per format in Annexure II) of light vehicle (Diesel) like Ambassador /
lndica / lndigo / lndica vista or equivalent car including utility type vehicle like
Bolero/Sumo/Marshall etc at time.
VII. Further, Bidder should have the ability to provide additional light vehicles (AC facility)
/ Truck/ Mini Truck / Pick-up van on demand.
VIII. MINIMUM 50% of the bidded quantity of vehicles should have been supplied to Govt.
Office/PSU/Company etc. by the bidder in any financial year of last 2 years.
IX. For solvency point of view, the Bidder has to produce self-attested copy of Fixed
Deposit/NSC/RD/Bank limit etc. with nationalized/scheduled Bank considered as Rs.
30000/- per vehicle subject to maximum of Rs. 3 (three) lakhs.
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Price Bid (2nd Part) Qualification:
Price bid format (Annexure-III may be referred) should be duly filled up and signed with the
following stipulations.
a) The average fuel efficiency of the vehicle with KM/Ltr of Diesel in case of Ambassador / lndica / lndigo / lndica vista (non AC) and with KM/Ltr in case of Bolero/Sumo/Marshal irrespective of AC or non-AC and also for Ambassador / lndica /
lndigo / lndica vista with AC facility may be quoted with.
b) The Vehicle should have commercial category registration only. c) Besides the above, the Bidder is required to quote the rate for providing the
following vehicles as and when required by the utility during the tenure of the contract.
> AC Diesel Luxuries VIP Car (Seating capacity 4+1). > Truck 10 Ton Capacity. > Pick up van.
Bid contact person:-DGM (Fin)-9437057053
D. Instruction to Bidder with Terms & Conditions:
1. Earnest Money Deposit (EMD):
1.1 The Tender must accompany 1% of the tentative contract value (calculated
considering present monthly higher charges and fuel expenses for initial
contract period of two years) as Earnest Money Deposit (EMD) in shape of
Bank Draft / Banker's Cheque drawn from any nationalized / scheduled bank in
favour of " WESCO Ltd., Burla", payable at Burla. The tenders without Earnest
Money shall be rejected unless otherwise exempted by competent authority. No
interest shall be paid on Earnest Money. Required amount of EMD unit wise has
already been mentioned in scope of work (Refer Table-A).
1.2 The Earnest Money will be retained in case of successful Bidder, as Security
Deposit. The Earnest Money will be refunded to the unsuccessful Bidders after
award of the contract and signing of agreement with the successful Bidder.
1.3 The Earnest Money deposit is liable to be forfeited if the Bidder backs out from
the acceptance of offer made to him/her by the Utility.
1.4 The EMD of the successful Bidder will also be forfeited, if he / she fails to execute
the order and no adjustment is permitted towards outstanding amount.
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2. Period of contract:
1.1 The initial period of contract is for two calendar years from the date of
agreement. On successful completion of the contract, the period of contract may
be extended for a certain period on mutual consent of both the parties.
2.2 WESCO Utility reserves the right to terminate the contract without assigning any
reason thereof, at any time during the period of contract by giving 01 (one)
month notice in advance. ln the event of any such termination of the contract,
the firm/agency shall only be entitled for all the amount for services actually
provided under the contract till the termination of contract, subject to
deductions, if any, under the terms of contract. No other claims shall be
considered.
2.3 ln case of failure to discharge the contractual obligations or rendering poor
service, the Utility reserves the right to cancel the contract of concern
Firm/Agency and the Earnest Money Deposit shall be forfeited in addition to any
other additional liability on the firm/agency if any.
3. Bidder's Liability:
3.1 The firm/agency will have to comply all statutory provisions of Motor Vehicle Act
and its subsequent amendment from time to time and WESCO Utility may be well
informed.
3.2 All the requisite valid documents like R.C. book, Insurance Certificate, Road
Permits, Driving License etc. must always be readily available to the concerned
driver of the vehicle to be produced as and when required before competent
authority. Any financial loss in form of penalty or else, in case of non-production
of documents before competent authority shall be solely borne by the Firm /
Agency.
3.3 Repair & Maintenance charges of the vehicle will be borne by the Firm / Agency
at his own cost.
3.4 ln case of breakdown, R & M or any other cause for which the vehicle could not
be engaged, firm / agency will provide a similar suitable substitute vehicle
without extra cost. However, the frequent change of driver and vehicle should be
avoided.
3.5 Non-adherence to the above clause i.e. 3.4, a penalty amount, double the
rate of hire charges per day or the amount incurred for replacing the vehicle,
which ever is higher shall be levied.
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3.6 The Firm / Agency should ensure timely, regular payment of salary to its
employee engaged for this purpose so as to provide smooth service.
3.7 The driver of the vehicles should have enough past experience of driving with
good health, good conduct, reliable, sober in nature and foremost free from bad
habit of intoxication. He should have Commercial driving license.
3.8 In case of outstation tour from the Head Quarters where night halt is inevitable,
the Driver‟s lodging / boarding expenses shall be borne by the Firm/Agency and
will be reimbursed subsequently on the following basis:-
Outstation Allowance - Rs. 50/- (admissible for travel outside but coming
back same day) Night halt - Rs. 75/-
3.9 WESCO will in no way be held responsible for any damage / breakage / theft
caused to the hired vehicle and driver during the course of its hire.
3.10 “No relationship certificate” with an undertaking that, the Bidder is neither
employee of WESCO nor close kin of WESCO employee (to be submitted as per
Tender Specification in Annexure-II). Close kin of WESCO employee for this
purpose includes father,mother,son,daughter,wife,brother,sister,brother-in-
law,sister-in-law, son-in-law,daughter-in-law.
3.11 ln case of absence / leave / Outstation tour of any User of the vehicle, the driver
of concerned vehicle should report to the Controlling Officer or Officer designated
for this purpose.
4. Right of Acceptance or Rejection of Tender:
WESCO Utility reserves the right to accept or reject any or all Bidders (either wholly or
partially) without assigning any reason thereof.
E. Operational / General Guidelines:
1. Issuance of Engagement Order:
The successful Bidder shall be given an engagement Order duly signed by designated
authority before rendering service. After acceptance of the offer and before
engagement Order, the Firm/Agency has to submit the following documents of each of
the vehicles to be engaged to the Concerned Controlling officer for issue of engagement
Order.
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1.1 Self-attested copy of RC Book.
1.2 Self-attested copy of vehicle insurance.
1.3 Copy of Earnest Money Deposit.
1.4 Self-attested copy of valid Driving License of the driver for driving commercial
vehicle
1.5 Valid Fitness Certificate for commercial use along with copy of all Odisha Road
Permit,
1.6 Proof of Up-to-date road tax payment
2. Use of vehicle:
As per the time schedule (i.e. 12 hrs / 24 hrs) of engagement, the vehicle shall be
exclusively used for WESCO Utility., as per directions of the concern Officer to whom it is allotted and shall not be engaged for other works.
3. Maintenance of log book:
The Driver has to maintain Log book where all particular entries will be made on daily basis with due certification of User and will be submitted first week of subsequent
month for pass & payment of bill.
4. Tax:
(I) Concerned Division / Unit of WESCO Utility shall deposit the Service Tax with the appropriate authority as per law prevailed. However, if the service provider is a company the, service Tax shall be deposited by them and claimed from
Division/Circle/Head Office (II) The amount of TDS & other statutory deduction as applicable shall be made
effective from time to time.
5. Paying officer:
Drawing & Disbursing Officer of concerned Head Office/ Circle Offices/ Division Offices as the case may be of WESCO Utility.
F. Submission of Tender: The 1st part i.e. Technical bid along with all required information / documents duly filled and
signed in each page are to be sealed in one envelope superscribed as „Technical Bid‟ and the
offer containing the 2nd part i.e. Price bid along with all required information / documents
duly filled and signed in each page are to be set in another sealed envelope super scribed as
„Price Bid‟. Both the envelope shall also be superscribed as "Tender Call Notice No.-
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WESCO/FIN/COO/273 (8) dt. 07.09.2015 for Hiring of vehicles for WESCO UTILITY, Burla in
the left top corner of the envelope.
Further, both the sealed cover shall be sealed in a single envelop super scribed as "Tender
Call Notice No.- WESCO/FIN/COO/273 (8) dt. 07.09.2015 for Hiring of vehicles for WESCO
Utility, Burla" shall be forwarded in person / by Normal Post/ Registered post / courier is to be
sent to “Chief Operating Officer, Head Office, WESCO Utility, Burla, Dist- Sambalpur-
768017 ”
G. Tender Evaluation:
1. At the first phase of evaluation, the Technical bid shall be opened on the schedule
date & time. The Bidders qualifying „Techno-commercially” shall be considered as qualified Bidder(s) and price bid of those Bidder(s) shall only be opened and price
bid of others will not be opened. 2. The Price bid shall be evaluated on the basis of price offered in Annexure-III along
with the other terms & conditions stated above. The lowest price Bidder shall be selected as „L1‟. In order to avoid ambiguity in the event of uniformity in pricing, the
Firm / Agency with past record for providing maximum no. of years of service along with financial solvency shall be taken into account.
3. Selection of agency shall be made on the basis of division/unit wise. The bidder with L1 would be given preference to accommodate Division/unit wise assignment even
though a bidder who bids for entire package and became L1 for the same. That means a bidder who bids only for a division/unit with lowest price would be selected 1st while comparing with bidder bids for entire package (division wise).
4. WESCO reserves the right to seek clarification from any Bidder in case of need
arises.
H. Dispute Resolution:
In case occurrence of any dispute/ambiguity regarding T & C during the period of contract, the decision of Authorised Officer, WESCO shall be final. Else the court at Sambalpur shall
have the exclusive jurisdiction in the matter.
I. Force Majeure:
The Agency shall not be liable for any penalty for any delay or failure to render the service on
account of force majeure such as act of God, flood, epidemic, quarantine restrictions etc. The
Firm/Agency shall intimate in writing the cause to WESCO soon after the incident for
necessary consideration at this end.
Chief Operating Officer
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ANNEXURE- I
DECLARATION FORM
Tender No ………………..
To,
The Chief Operating Officer,
Head Office, WESCO Utility
Burla, Dist - Sambalpur-768017
Sir, Having examined the above specification together with terms and conditions, the undersigned hereby agree to render service if allotted to me in all respects as per the specification and general conditions, at the rates offered herewith. The offer is valid upto 120 days from the date of tender opening. 1. l / We, as a Bidder prefer to bid for (specify the name of Div./Circle/Head office/Package to be bid) 2. l / We, hereby confirm that, the documents submitted in the check list of Tender Specification under 1st part Technical Bid is genuine & true to the best of my knowledge. 3. l / We, hereby certify that the amount have been deposited towards the cost of the tender by remitting Bank Draft No.------------------------- 4. ln the event of engagement order if conferred in my favour, l agree to render 2 years of smooth
service as per agreed T & C.
Date …………… Yours faithfully,
Signature with Designation and Seal
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ANNEXURE- II
Tender Notice No…….
Check List
1 Name of the Tendering Company / Organisation / Agency
2 Name(s) of the Proprietor / Partner / Director(s) of the Organisation / Company
3 Full address of the Company / Organisation / Agency with Telephone Nos. / E-mails.
4 Name and Telephone No. of the Authorised Officer / Person to be contacted with
5 Status of the organization with Proprietorship / Partnership / Pvt Ltd., Etc (
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a) Details of Earnest Money Deposit : DD No.------------ drawn on bank ------------date ----------- of Rs. ----------
b) Details of Tender cost : DD No.----------date ----------- of Rs.--------------drawn on bank
7 Copy of PAN card
8 Copy of Firm / Agency / Company Registration certificate
9 Copy of Service Tax Registration certificate
10 No relation certificate (Neither Bidder is employee of WESCO or close kin of WESCO employee)
Past Experience
Sr. No
Name of the Client with Address & Telephone
No. of vehicle engaged
Duration of Contract
From To
1
2
3
Signature of Bidder with seal
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ANNEXURE- III
Price Bid
12 hrs/ day on monthly 24 hrs/ day on monthly AC Non-AC Non-AC AC AC Non-AC Non-AC AC
Category Diesel car (Ambassador / lndica / lndigo/ vista) Rate in Rs.
closed full body metallic diesel vehicle like Bolero/Sumo/Marshall
Diesel car (Ambassador / lndica / lndigo/ vista) Rate in Rs.
closed full body metallic diesel vehicle like Bolero/Sumo/Marshall
Hire Charges (incl. of Tax)
Total Rs.
Rs. in Words (for 24 months)
Fuel Reimbursement:
Diesel car (Ambassador / lndica / lndigo/ vista) Rate in Rs.
Closed full body Utility type diesel vehicle (Bolero/Sumo/Marshall)
Non-AC Facility AC Facility Non-AC Facility AC Facility
Rate Per Km. or per ltr. mileage
Engine Oil mileage for one ltr.
AC / VIP/ Luxuries Car Mini Truck / Pick-up
Price (Incl. of Tax)
Daily Basis
K.m. basis
Night Halt charges
Daily Basis K.m. basis
Night Halt charges
Total Rs. (in figure)
Rupees in words
Signature of the Bidder with Seal