Hiring of Commercial Vehicle for Official Use at STPI

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1 Software Technology Parks of India - Pune (An Autonomous Society under Govt. of India, Ministry of Communications & Information Technology, Department of Information Electronics and Information Technology), Plot no.p-1, Rajiv Gandhi Infotech Park, MIDC, Hinjewadi, Pune Tel /1016/1018 Hiring of Commercial Vehicle for Official Use at STPI Tender No. STPI/P/PUR/04/14-15 Date 28 th August, 2014 Page 1/11

2 TENDER NOTICE Software Technology Parks of India (STPI) Pune I II III IV V Tender inviting officer Authority, Designation And Address A. Name of the work: B. Place of Execution: Due Date, time and place of submission of Tender Place, date and time of Tender Opening Any other important criteria specified by the tender inviting authority The Director, STPI Plot no.1, Rajiv Gandhi Infotech Park, MIDC, Hinjewadi, Pune Tel /1016/1018 Hiring of Commercial Vehicle for Official Use Mumbai 19 th September, 2014 Time : Upto 1500 hrs Place: As mentioned in Serial No. I 19 th September, 2014 Time : 1600 Hrs Place: As mentioned in Serial No. I Tender received after due date and time will be summarily rejected Page 2/11

3 TENDER DOCUMENT 1. Introduction: Software Technology Parks of India (STPI) was established and registered as an Autonomous Society on 6 th June 1991 under the Societies Registration Act 1860, under the Department of Electronics and Information Technology, Ministry of Communications and Information Technology, Government of India. It undertook the responsibility of managing data communication infrastructure facilities and providing other services like technology assessment and professional training to software exporters. Ministry of Communications and Information Technology, Government of India, set up a society, Software Technology Parks of India (STPI), in 1991 to make India a global information technology power and one of the largest generators and exporters of software in the world. With this aim STPI s have been setup across the country. In Maharashtra, the main jurisdiction is in STPI-Pune with sub-centers in Aurangabad, Mumbai, Nagpur, Nasik and Kolhapur. The main services rendered by STPI-Pune for the IT industry are Statutory Services Single Window agency for implementing STP/EHTP Schemes, IT/ITES, Data Communication and IT Services Enabling International Connectivity, Consultancy and Project Management Services Technology Consulting and Incubation Services Nurturing Entrepreneurship. 2. Scope of the Tender STPI-Pune invites sealed tender from reputed/authorized Transport service providers to provide vehicle on monthly contract basis for official purpose for a period of 1 year, which can be extended for another 1 year on mutually agreed terms. The tender form can be downloaded from the website: or 3. Tendering Process: Tender is invited in two bid i.e., (i) Techno-Commercial Bid. The tender form for Technical bid is prescribed in Annexure-I and the tender form for the financial bid is prescribed in Annexure-II. The tender will be sealed in outer envelope which will bear the address of the authority, Tender No, Due date and Name of the work ie., Tender for Hiring of Vehicles at STPI-Mumbai. The aforesaid outer envelope will contain two separate sealed envelopes one clearly marked Technical Bid and other clearly marked Financial Bid. The tenders those are not superscribed as above will be summarily rejected. Page 3/11

4 The tender should be dropped only at the tender box placed at Software Technology Parks of India, Plot No. P1, Rajiv Gandhi Infotech Park, MIDC, Hinjewadi, Phase 1, Pune and Addressed to the Director, STPI by 1500 Hrs on 19 th September, The technical bid will be opened by the Director/representative nominated by the Director on 19 th September, 2014 at 1600 Hrs in the presence of agency/or their representatives. Incomplete bid document will be rejected. The valid technical bids will be scrutinized to short list the eligible agency. Thereafter, the financial bids of the short listed agencies will be opened by the Director/representative nominated by the Director on a subsequent date; which will be intimated later. Each technical bid should be accompanied by a crossed demand draft/bankers cheque of Rs. 20, (Rupees Twenty Thousand only) as Earnest Money Deposit (EMD), drawn favoring The Director, Software Technology Parks of India. The bids without earnest money deposit will be rejected. The successful agency of the contract has to submit a performance Guarantee(as per Annexure III of this document) by way of Bank Guarantee of Rs. 20, (Rupees Twenty Thousand Only) within three days from the date of receipt of the contract order. On submission of the said bank guarantee, EMD of the bidder shall be returned. The agency should sign and stamp each page of the tender document as a token of having read and accepted the terms and conditions contained herein and submit the same along with the bid. The tendered would fill up the information in the Annexure-I & II enclosed at the end of this document in clear and legible terms. Wherever the prices are to be quoted should be written in figures and words as well (the values indicated in words or figures, whichever is lower the same will be taken as final). Annexure will also have to be signed and stamped by the firm. 4. TERMS AND CONDITIONS: 4.1. The vehicle provided by the agency on hire will be with a driver who must be in proper white uniform and should have a valid driving license and competent to drive, must be literate and well behaved. He must follow traffic rules and regulations prescribed by the Government. The Agency/Drivers during the prevalence of contract must all time have operational Mobile Phone at their own cost, so that STPI can contact them in exigencies. In case of change of Mobile numbers during the contract period, the same should be informed to STPI immediately. Page 4/11

5 4.2. The agency should own at least 5(five) vehicles at the time of participating in the tender. Documentary evidence of ownership of 5 Commercial Vehicles (Mid range vehicle ie., Tavera/Sumo or equivalent) has to be enclosed. The ownership of the vehicle shall be either in the name of the Firm/ it can be in name of the person on whose name the Travels/Company is registered. Documentary evidence should be enclosed in support of the same The Agency shall submit the tender comprising of acceptance of our terms & conditions of contract form of particulars duly filed in, Copy of IT Pan Card, Service Tax Registration No., Registration Certificates issued under Labour Laws, Professional Tax Laws, Shops and Establishment Acts allotted by the concerned authorities and other supporting documents indicating the proof of having provided similar services to Govt. Department/Public Sectors Undertaking/IT organizations with technical bid. 4.4 The agency should produce proof of remittance of service tax and IT Returns of last three years. (Challans or online remittance proof as applicable) 4.5. The agency should submit their last three years Audited Balance Sheet for proof of their Turnover. The minimum turnover of the agency in the travel business shall be Rs Lakhs for the three consecutive years ( ie., for the financial year , and ). 4.6 The agency should have provided service to any Government/private organizations with the single order value of Rs Lakhs or two orders of value not less than Rs.1 Lakhs. Supporting document in claim of receipt of such work order shall be furnished along with the Technical Bid. The same shall be verified by STPI if it is required The vehicles must be in good condition, clean, mechanically fit and should be of 2012 and above model as per the requirement at Annexure II The vehicle should fulfill the obligations prescribed by the State Transport Authority like payment of road taxes and valid Taxi permit etc. All requirements under various statutory laws must be complied with. Any default will be liability of the agency and STPI-Pune shall not be liable in any matter whatsoever The vehicle shall operate between Software Technology Parks of India, Samruddi Venture Park, Andheri-Mumbai and STPI, Hinjewadi, Pune. The vehicle should to reach STPI, Hinjewadi, Pune office at 0900 Hrs on all working days and leave from STPI, Hinjewadi, Pune at 1730 Hrs. (except Saturday, Sunday and Holiday) Page 5/11

6 4.10. The fuel and oil for the vehicle will be provided by the agency. Other costs like insurance, repairs, maintenance and any other charges also have to be borne by the agency Insurance of the vehicle and the passenger traveling in the vehicles should be covered as specified in the Motor Vehicles Act & Rules made there under or any law in force Any authorized user of the STPI has the right of returning the car, if it is not satisfactory condition. In such case, a penalty of Rs.3,000/- or the actual cost of hiring a similar vehicle will be deducted from the agency s pending bills payment In case of vehicle breakdown, a substitute vehicle shall be provided by the agency immediately. In case vehicle does not report within the reasonable time or does not report at all, the STPI would have a right to hire a vehicle from the market and the additional cost incurred by the STPI will be borne by the agency. In case, neither a substitute vehicle is provided nor a vehicle is hired by the STPI, proportionate contract charges are liable to be deducted from the contract charges payable. In the event of failure to provide such replacement as stated above, the Software Technology Parks of India will claim Rs. 3,000/- towards penalty or the actual cost for making alternate arrangement whichever is more The responsibility for the safety and security of the vehicle provided solely lies with the agency. It is also the agency s absolute responsibility to take care of any damage repairs caused to his vehicle during the operation of the contract to the passenger and 3 rd party Bills should be submitted on monthly basis with all supporting documents and payment will be made within 30 days from the date of submission of bills after deducting TDS as applicable. The statement of the opening / closing kilometers and time statement should be provided along with daily trip sheet for the billing purpose. The trip sheets should be maintained perfectly well and should be endorsed by the officer for having used the vehicle. Trip sheet without valid signature of the user shall not be entertained for payment Failure by the agency to comply with any statutory requirement and /or the terms of the agreement during the period of contract shall result in termination of the contract and subsequent disqualification from participation in any future tender of the STPI. The contract between the STPI and the Agency can be cancelled with a notice period of 30 days time either side, without assigning any reason In case the contract is withdrawn or the STPI terminates the contract for violation of terms and conditions and/or deficiency in services during the period Page 6/11

7 of contract, the additional expenses in hiring a new agency on temporary arrangement till the time of appointing a regular agency through a similar tender process, will be adjusted against performance guarantee of Rs. 20, provided by the successful agency No request for escalation of rates will be entertained for whatsoever reason during the prevalence of contract period for one year and extended period also The agency will be fully responsible for indemnity for loss/damage of property or life because of negligence of driver or poor maintenance of vehicle or due to an accident to the passenger and 3 rd party At any time prior to the last date for submission of tenders, STPI Pune may, for any reason, modify the tender document. Such modifications will be published through our Web-site The tender submitted by the tenderer, as well as correspondence and documents relating to the tender exchange between tenderer and STPI Pune, shall be written either in Hindi or English language. Only English number shall be used in the tender The final decision would be based on the technical capacity and pricing. STPI do not bind itself in selecting the firm offering lowest prices. The bids should be submitted without any corrections. Any over-typing/over written should be attested with seal. The offer submitted by the tenders shall be valid for a minimum period of 90 days from the closing date of submission of tender. However, on acceptance of the tender by this office, the prices shall be valid for 24 months The agency shall submit the Antecedent Certificate of all its Drivers to be deployed during the award of contract The meter reading shall start and close at our STPI, Andheri-Mumbai office The agency shall enter into a agreement on a Rs non-judicial stamp paper after the receipt of Work Order The right to accept tender is at the sole discretion of the Director. Notwithstanding any of the conditions stated above, the STPI reserves the right of altering any of the conditions mentioned above or impose new conditions at the time of finalization of contract. The Director shall be the final authority to accept/reject or cancel the tender. No claim for any compensation shall be entertained for participation in this tender. Page 7/11

8 ANNEXURE -I Technical Bid Document 1. Name of the proprietor/registered Firm/Company : (Copy of registration certificate to be furnished) 2. Address of the concern (with telephone No. Fax & ) : 3. Name and address of the Partners/Directors (with mobile no. (in case of a firm/company) : 4. Contract person(s) (with mobile numbers) : 5. No. of years of experience in providing vehicles : 6. Details of vehicles owned at the time of tender along with documentary evidence : 7.List of clientele (Documentary evidence to be furnished) : i) Names and addresses of the parties to whom vehicles were given on hire ii) Period for which the vehicles were hired out : iii) Number of vehicles given on hire : 8. Permanent Accounting Number /TAN Number : (Copy of the same to be furnished) 9. Service Tax Registration Number : (Copy of the certificate to be furnished) 10. Details of EMD i) DD No. and Date : ii) Amount in Rs. : DECLARATION I hereby certify that the information furnished above is full and correct to the best of my/our knowledge. I understand that in case any deviation is found in the above statement at any stage, the agency will be blacklisted and will not be permitted to have any dealing with the STPI-Pune in future. (Signature of authorized signatory with seal & date) Page 8/11

9 Annexure II FINANCIAL BID Ref. no. STPI/P/PUR/04/14-15 Date 28 th August, 2014 Software Technology Parks of India Pune Providing Commercial Vehicle (TAVERA/Sumo etc, NON AC, Qty-1 No.) on monthly Hire/Contract basis Sl. No. Description (in Figures) Total Cost (Rs.) (in Words) a b Monthly Basis (7,000 Kms.) Rate for any Extra KM The vehicle will operate between STPI, Samurddi Venture Park, Mumbai to STPI, Hinjewadi, Pune. The vehicle has to reach STPI, Hinjewadi, Pune at 0900 Hrs and leave STPI, Hinjiwadi, Pune at 1730 Hrs on all working days (Except Saturday, Sunday and Holiday). The rates quoted shall be inclusive of all the taxes. The toll charges will be paid extra on submission of receipts. Seal & Signature of the Service Provider Page 9/11

10 Annexure - III PERFORMANCE SECURITY BOND 1. In consideration of Software Technology Parks of India, (here in after called the STPI) having agreed to exempt (here in after called the said Service Provider(S) from the demand of security deposit / earnest money of Rs. on production of Bank Guarantee forrs. For the due fulfillment by the said Service Providers of the terms & conditions to be contained in an Agreement in connection with the contract for supply of we, (name of the bank) (here in after referred to as the Bank ) at the request of Service Provider s do hereby undertake to pay to the STPI, an amount of not exceeding, against any loss or damage caused to or suffered or would be caused to or suffered by the STPI, by reason of any breach by the said Service Provider s of any of the terms & conditions contained in the said agreement. 2. We (name of the bank) do hereby undertake to pay the amounts due and payable under this guarantee without any demur, merely on a demand from the STPI, stating that the amount claimed is due by way of loss or damages caused to or would be caused to or suffered by the STPI, reason of breach by the said Service Provider s of any of the terms & conditions contained in the said agreement or by reason of the Service Providers failure to perform the said Agreement. Any such demand made on the bank shall be conclusive as regards the amount due and payable by the Bank under this guarantee where the decision of the STPI, in these counts shall be final and binding on the bank. However, our liability under this guarantee shall be restricted to an amount not exceeding Rs.. 3. We undertake to pay to the STPI, any money so demanded not withstanding any disputes raised by the Service Provider(s)/supplier(s) in any suit or proceeding pending before any court or tribunal relating there to our liability under the present being absolute and equivocal. The payment so made by us under this bond shall be valid discharge of our liability for payment there under and the Service Provider(s)/ supplier(s) shall have no claim against us for making such payment. Page 10/11

11 4. We (name of the bank) further agree that the guarantee herein contained shall remain in full force and effect immediately for a period of one year from date herein and further agrees to extend the same from time to time (one year after) so that it shall continue to be enforceable till all the dues of the STPI, under or by virtue of the said agreement have been fully paid and its claims satisfied or discharged or till STPI, certifies that the terms & conditions of the said agreement have been fully and properly carried out by the said Service Provider(s) and accordingly discharges this guarantee. 5. We (name of the bank) further agree with the STPI, that the STPI, shall have the fullest liberty without our consent and without affecting in any manner our obligations here under to vary and of the terms & conditions of the said agreement or to extend time of performance by the said contactor(s) from time to time or to postpone for any time to time any of the powers exercisable by the STPI, against the said Service Provider(s) and to forbear or enforce any of the terms & conditions relating to the said agreement and we shall not be relieved from our liability by reason of any such variation, or extension being granted to the said Service Provider(s) or for any forbearance, and or any omission on the part of the STPI, or any indulgence by the STPI, to the said Service Provider(s) or by any such matter or thing whatsoever which under the law relating to sureties would, but for this provision, have effect of so relieving us. 6. This guarantee will not be discharged due to the change in the constitution of the Bank or the Service Provider(s) / supplier(s) 7. This guarantee shall be irrevocable and the obligations of the Bank herein shall not be conditional to any prior notice by STPI. Dated : For (Indicating the name of the bank) N.B.This guarantee should be issued on Indian non-judicial stamped paper, stamped in accordance with the stamp act. Page 11/11

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