B H AR AT S A N C H A R N I G A M L I M I T E D

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1 B H AR AT S A N C H A R N I G A M L I M I T E D (A Govt. of India Enterprise) BID DOCUMENT FOR HIRING OF VEHICLES FOR USE IN BHUJ TELECOM DISTRICT E-TENDER NO. BJ/PLG/T-03 to T-10/Hiring of Vehicle/Bhuj/ DATED : AGM PLG SECTION O/o The General Manager Telecom District, Room No. 10, Haripar Road, Bhu - Kachchh PH Fax NO Visit us at: or 1

2 BHARAT SANCHAR NIGAM LIMITED (A Govt. of India Enterprise) BHUJ TELECOM DISTRICT Office of the General Manager Telecom District Haripar Road, Bhuj Kachchh No BJ/PLG/T-03 to T-10/Hiring of Vehicle/Bhuj/ Dated: ====== Please find enclosed the tender document in respect of above mentioned tender which contains the following. Section No. Item Page No. TECHNICAL BID 1 Part A Detailed NIT Part B Newspaper NIT 6 2 Tender Information Part A Scope of work Schedule of Rates and Schedule of 9-10 Requirement 3 Part B Service Provider s Obligations Part A General Instructions to Bidders(GIB) Part B E-tendering instructions to bidders General (Commercial) Conditions of Contract (GCC) Part A to B Part A : Undertaking & Declarations Part B: Declarations Regarding No Relative Working In BSNL 7 Part A Bid Security Form 44 7 Part B Performance Security Guarantee Bond Part C Letter Of Authorisation For Attending Bid Opening 47 7 Part D Specimen Of Agreement Agency Details 53 8 Part A Statement of Vehicles owned by the bidder 54 9 Part A Bid form 55 FINANCIAL BID 9 Part B Rate Sheet If interested, kindly submit your offers by means of online bids only for Electronic E- Tendering at the portal detailed in Special Instructions to Bidders for E-Tendering on or before date & time specified in Clause 6 of Detailed NIT.../SapWorkDir/gmbhuj@gmail.com Assistant General Manager (PLG) BHuj Telecom District. Ph. No. (02832) Fax No. (02832) bharwanibj@gmail.com 2

3 SECTION 1 (Part A) No BJ/PLG/T-03 to T-10/Hiring of Vehicle/Bhuj/ Dated: Notice Inviting Tender Electronic Tenders are invited by General Manager Telecom District, Bhuj, on behalf of BHARAT SANCHAR NIGAM LIMITED for Hiring of NON-AC Vehicles of model not older than 2013 in Bhuj Telecom District from prospective bidders as per the eligibility condition of this NIT. Category of vehicle Stations Minumum Km Indica / Equivalent car or car of Higher CC Sumo/ Bolero/ Max / Equivalent MUV or of Higher CC MUV Sumo/ Bolero/ Max / Equivalent MUV or of Higher CC MUV Number of vehicles Per vehicle estimat ed cost **Bid Securit y per vehicle Total Estimate d cost Bhuj 2000 km Bhuj, Gandhidham, Dayapar, Nakhatrana, Mundra, Anjar, Bhachau, Rhapar 2000 km Bhuj 2500 km **Bid Security : Multiply category bid security by number of vehicles for which bid is submitted Duration of contract The contract should be firm and valid for a period of two years with extension for a period of six months at the same terms & conditions and further extension as per requirement and mutual consent. Time & last date of submission of Up to hrs. on Bid Time of bid opening At hrs. on Place of opening of E -Tender at O/o General Manager Telecom District, Haripar Road, Bhuj The bidder can participate for any one or more vehicles as per the stations mentioned. They should submit only one Technical Bid (On- Line) with required documents for eligibility even if participating for more than one vehicle at various locations by indicating on main cover for which vehicles they are participating. 2. Purchase of Tender Document: Tender document can be obtained by downloading it from the website The official copy of tender document for participating in E-tender shall be available for downloading from The bidders downloading the tender document are required to submit the tender fee amount through DD/ Banker s Cheque along with their tender bid failing which the tender bid shall be left archived unopened/ rejected. The DD/ banker s cheque shall be drawn from any Nationalized/ Scheduled Bank in favour of AO (Cash) BSNL, O/o GMTD Bhuj and payable at Bhuj. 3

4 3. BSNL has decided to use process of e-tendering process for inviting this tender and thus the physical copy of the tender would not be sold. Note 1: Deleted. 4. Eligibility Criteria: - The bidder should have (i) OR (ii) On Lease or own name minimum one number of commercial vehicle with taxi passing for the model not older than 2010 (irrespective of minimum quantity required if he want to participate for more than one vehicle). Experience of having successfully operated minimum one vehicle in any Govt/Pvt Ltd. Company / Stae or Central PSU during last 7 years counted from the date of opening of tender. (irrespective of minimum quantity required if he want to participate for more than one vehicle). 4.1 However, the bidder will be required to provide models 2013 upwards only if his bid is accepted. A declaration, that the firm will be able to supply commercial vehicles of model not older than 2013, shall be provided. a) Tender document duly signed by bidder on each page. b) R. C. Book of Vehicle (Self Attested copy) with copy of the Taxi commercial permit certificate duly Self Attested / Power of Attorney duly notarized if applicable OR Experience certificate issued by executive of the concerned organization for eligibility. c) Copy of the Pan Card duly Self Attested. d) Copy of the Service Tax Registration if it is applicable as per rules. Above all documents shall be submitted along with Technical Bid. 5. Bid Security/EMD: 5.1 The bidder shall furnish the bid EMD in one of the following ways:- (a) (b) Demand Draft/ Banker s cheque drawn in favour of AO (Cash) BSNL, O/o GMTD - Bhuj and payable at Bhuj. Bank Guarantee OR FDR from a Nationalized/scheduled bank drawn in favour of AO (Cash), BSNL, O/o GMTD, Bhuj which should be valid for 180 days from the tender opening date. 5.2 The MSE units shall be exempted from submission of Bid Security deposit on production of requisite proof in respect of valid certification from MSME for the tendered item. 6. Date & Time of Submission of Tender bids: As above in table. Note 2: In case the date of submission (opening) of bid is declared to be a holiday, the date of submission (opening) of bid will get shifted automatically to next working day at the same scheduled time. Any change in bid opening date due to any other unavoidable reason will be intimated to all the bidders separately. 7. Opening of Tender Bids: As above in table. 4

5 8. Place of opening of Tender bids: 8.1 In case of tenders invited through e-tendering process, the tenders shall be opened through Public Online Tender Opening Event (POTOE). BSNL s Tender Opening Officers as well as authorized representatives of bidders can attend the Public Online Tender Opening vent (TOE) from the comfort of their offices. Kindly refer clause 8 of Section-4 of Tender document for further instructions. 8.2 In addition & in case of tenders invited through manual bidding process, authorized representatives of bidders (i.e. vendor organization) can attend the TOE at the office of General Manager Telecom District, BHUJ where BSNL s Tender Opening Officers would be conducting Public Online Tender Opening Event (TOE). 9. Tender bids received after due time & date will not be accepted by the system or physically. 10. Incomplete, ambiguous, Conditional, unsealed tender bids are liable to be rejected. 11. GMTD Bhuj reserves the right to accept or reject any or all tender bids without assigning any reason. He is not bound to accept the lowest tender. 12. The official copy of tender document for e-bidding process of E-tender shall be available for downloading from from , 17:00 Hrs onwards. This will, however, be same as available on BSNL website The bidder shall furnish a declaration that no addition / deletion / corrections have been made in the downloaded tender document being submitted and it is identical to the tender document appearing on E-tender Portal In case of any correction/ addition/ alteration/ omission in the tender document, the tender bid shall be treated as non responsive and shall be rejected summarily. 13. The bidder shall furnish a declaration in his tender bid that his firm has not black listed by any SSA/ Circle of BSNL/ MTNL Note 3: All documents submitted in the bid offer should be preferably in English. In case the certificate viz. experience, registration etc. is issued in any other language other than English, the bidder shall attach an English translation of the same duly attested by the bidder & the translator to be true copy in addition to the relevant certificate. Note 4: All computer generated documents should be duly signed/ attested by the bidder/ vendor organization. 5

6 SECTION 1 (Part B) NEWS PAPER N.I.T. (NNIT) BHARAT SANCHAR NIGAM LIMITED Office of the General Manager Telecom District BHUJ TELECOM DISTRICT NOTICE INVITING E- TENDER No. BJ/PLG/T-03 to T-10/Hiring of Vehicle/Bhuj/ E- Tenders are invited from the prospective bidders for Hiring of NON-AC Vehicles of model not older than 2013 in Bhuj Telecom District. Last date of receipt of tender is up to Hrs. For further detailed information, kindly visit our website and follow Link for E-tenders visit website Assistant General Manager (PLG) Bhuj Telecom District. PH Fax No

7 SECTION 2 Tender Information 1. Type of Tender : a) No. of Bid Submission Stages for tender: Single Stage. b) No. of Envelopes for submission of Bids: Two Nos. (The bidders shall submit Techno- commercial & financial bid simultaneously) (Opening stages) c) E-reverse auction: if required by Business Unit / Planning cell after opening of the Financial bids Note 1: In case of 1(b) above, the bidder shall submit Techno-commercial & Financial bid simultaneously. The bids will be evaluated techno-commercially first and thereafter financial bids of techno commercially compliant bidders only shall be opened. 2. Bid Validity Period / validity of Bid offer: 150 days from the tender opening date and Validity of bid Offer for acceptance by BSNL can be extended. 3. In case of tenders invited under two envelopes system, the first envelope will be named as techno commercial & will contain documents of bidder s satisfying the eligibility / Technical & commercial conditions and 2nd envelope will be named as financial envelope containing financial quote. a) Techno-commercial part of the bid shall contain one set of the following documents only:- i) EMD for No. of Vehicles for which bidder has participated ii) Cost of the tender documents i.e. tender fee. iii) Certificate(s) showing fulfillment of the eligibility criteria(s) stated in Clause 4 of the DNIT iv) Power of Attorney & authorization for executing the power of Attorney in accordance with clause 14.3 of Section -4 Part A v) Clause by clause compliance vi) Agency Details duly filled & signed. vii) Non-Relation Certificate duly filled & signed. viii) Undertaking & declaration duly filled & signed ix) Documents stated in clause 10 of Section -4 Part A x) Tender documents duly signed at the end of each section for having read it & accepted it. xi) xii) Tender/ Bid form- Section 9 Part A duly filled & signed Electronic Form- Technical (in case of tenders invited through e- tendering process) Note 2: Deleted b) Financial envelope shall contain Electronic Form- financial along with Price Schedule (Section 9 Part-B with all relevant bid annexure (in case of tenders invited through e-tendering process) Note 3: Bid must be submitted by bidder through E-tendering mode only. Manual (OFFLINE) submission of bids will not be considered. In case of e-tendering, the following documents are required to be submitted offline (i.e. offline submissions) AGM (PLG), O/o GMTD, Haripar Road, Bhuj-Kachchh, on or before the date & time of submission of bids in a sealed envelope. 7

8 The envelope shall bear the tender number, name of work and the phrase: "Do Not Open Before (due date & time of opening of tender). i) EMD - Bid security (original copy) ii) DD/ Banker's cheque of Tender fee iii) Power of Attorney in accordance with clause 14.3 of section 4 Part A and authorization for executing the power of Attorney. iv) Latest and valid MSE / NSIC Certificate duly certified by MSME /NSIC if applicable The purchaser shall not be responsible if the envelop is delivered elsewhere or late. 8

9 SECTION-3 (Part-A) SCOPE OF WORK The Bidder is required to provide commercial vehicles fully conforming to RTA/RTO regulation along with fuel, driver etc and carryout periodical maintenance and execute the work through their Supervisor. The work consists of PLAN-1 on Monthly Slab Rate & Daily Rate based on BSNL s requirement. PLAN-1 (Scheduled Works) Monthly KM Hire Slab: As indicated in NIT The quantity of vehicles, fixed monthly kilometers in the tender is tentative. BSNL can approve any amount of extra Kms beyond of monthly limit for any vehicle as per field requirement. Also, it should be clearly noted that BSNL shall place the order to provide vehicle for any unit of Bhuj SSA, as and when required at same station OR short period for other stations of Bhuj SSA. SCHEDULE OF RATES Vehicle Type Indica / Equivalent car or car of Higher CC (Non AC Diesel/Petrol) Sumo / Bolero/ Max / Equivalent MUV or of Higher CC MUV (Non AC Diesel) Sumo / Bolero/ Max / Equivalent MUV or of Higher CC MUV (Non AC Diesel) Monthly Hire Slab in Kms Monthly Hire Slab in Rs 2000 km km km The charges for extra Kms, detention charges beyond duty and night halt charges Vehicle Type Indica / Equivalent car or car of Higher CC (Non AC Diesel/Petrol) Sumo / Bolero/ Max / Equivalent MUV or of Higher CC MUV (Non AC Diesel) Extra KM Rs/KM Detention charges beyond duty (Rs/Hr) Night Halt charges (Rs/Halt) 9

10 Zone Vehicle Type BHUJ Indica / Equivalent car or car of Higher CC (Non AC Diesel/Petrol) Sumo / Bolero/ Max / Equivalent MUV or of Higher CC MUV (Non AC Diesel) Sumo / Bolero/ Max / Equivalent MUV or of Higher CC MUV (Non AC Diesel) SCHEDULE OF REQUIREMENT Monthly Hired Slab in KM AM/DGM Unit User Section 2000 KM DGM CM BHUJ AGM SALES BHUJ 2000 KM DGM CM BHUJ DGM CM BHUJ KM AGM(A) Bhuj SDE 1 ELECTRICAL 2000 KM DGM CM BHUJ SDE(CM) BHUJ KM DGM CM BHUJ AGM(CM/Trans) 1 BHUJ 2500 KM DGM CFA BHUJ SDOT BHUJ KM DGM CFA BHUJ AGM (CFA) BHUJ DAYAPAR 2000 KM DGM CFA BHUJ SDOT 1 DAYAPAR MUNDRA 2000 KM DGM CFA BHUJ SDOT MUNDRA 1 NAKHATRANA 2000 KM DGM CFA BHUJ SDOT 1 NAKHATRANA GANDHIDHAM 2000KM DGM CFA /CM AGM PHONES 1 GANDHIDHAM GANDHIDHAM 2000KM DGM CFA /CM SDE(CM) 1 GANDHIDHAM GANDHIDHAM 2000KM DGM CFA /CM SDE(Trans) 1 GANDHIDHAM GANDHIDHAM ANJAR 2000KM DGM CFA /CM SDOT Anjar 1 GANDHIDHAM BHACHAU 2000KM DGM CFA /CM SDOT Bhachau 1 GANDHIDHAM RAHAPR 2000KM DGM CFA /CM SDOT Rahapar 1 GANDHIDHAM GANDHIDHAM 2000KM DE (WTR) BHUJ SDE (WTR) GANDHIDHAM 1 No. of Vehicle s

11 SECTION-3 (Part- B) SERVICE PROVIDER S OBLIGATIONS 1. Service to be provided is supply on demand vehicles with licensed drivers, registered as commercial vehicles on hiring basis for running within the jurisdiction of Bhuj Telecom District. The essence of the contract is to provide Prompt, Punctual, Efficient, Safe, Courteous and Quality Service. 2. Quantity of Vehicles to be hired under Plan-1 are shown in the Scope of Work. However BSNL shall place the order only as per the actual requirement from time to time from the empanelled transporters. 3. Duty Hours of vehicles are normally for ten hours per day on all working days of month. However actual duty hours shall be specified by the users of vehicle. The user of vehicle can call the vehicle on urgent requirement on Sunday/Holiday. It will be ensured that the total weekly duty hours do not exceed the scheduled normal hours specified. 4. Notice period for supply of vehicles shall be one day in advance for Regular requirements. One hour in advance for additional requirement during office hours. Telephonic intimation shall be considered as notice. 5. Reporting Place for vehicles is within the jurisdiction of Bhuj Telecom District. Actual place of reporting shall be specified by users of vehicles. 6. Counting of Distance will be from the starting point of the user and closing at the point wherever user completes his / her travel. The distance covered in each way between user delivery address and the garage/ normal parking place will be allowed on actual basis or 3 KMs whichever is less. 7. Accuracy of Meters will be checked periodically by any authorized officer of BSNL and reserves the right to get the meter calibrated or checked at any time at his sole discretion and in the event of any error/fault in the meter being noticed, the bill for the journey undertaken (including those undertaken earlier) would be adjusted, besides any other penal action as decided by BSNL, which may even lead to termination of Contract. 8. Miscellaneous Conditions:- Service Provider should comply with the following: (i) (ii) (iii) Telephones- Telephones, where requisition of vehicles can be conveyed all the 24 hrs X 7 days. Telephone & Mobile Numbers must be specified in the bid. Identity Cards- Proper Identity Cards after verifying the antecedents of his drivers thro Local Govt. offices. Documents of vehicles- The attested copy of R/C Book and the Insurance policy of vehicles supplied under this contract should be submitted to the authorized person of the BSNL and will be subject to scrutiny with the original. (iv) Statutory Requirements- It is desirable to have the Registration with EPF, ESI Code,(if applicable) Service Tax, PAN etc. 11

12 (v) Parking /Toll Charges, if any, may be claimed by producing valid parking /Toll slips (vi) Drivers attested copy of driving license should be submitted during the contractual period. (ix) Consumables like lubricants, tayers, battery and repairs, maintenance, taxes, insurance, etc. will be to the Service Provider s liability. (x) Assign driving to only qualified experienced licensed drivers and also assume full responsibility for the safety and security of the officers/officials and store items. (xi) Duty Slips in duplicate copy / Log book to be printed and serially numbered by the Service Provider as per prescribed format of BSNL and should ensure that at the end of duty the duty slips/log book are completed and signed by the users. (xii) Vehicles shall be in good condition along with good and clean Seat covers & curtains. Vehicles so hired may be inspected by a pre-designated committee of BSNL officers with reference to good/properly maintained vehicle including cabin, upholstery, seats etc. Vehicle owner will provide the carrier on the vehicle if required by the user. (xiii) Unused KMs if any during a particular month in Plan-1 (monthly KM slabs) will be carried over to the subsequent two months and will be adjusted against any extra KMs if performed over and above the agreed slab for the hired vehicle. (xiv) BSNL Branding through hired vehicles: BSNL shall utilize the available space of hired vehicle for BSNL branding by sticking the adhesive vinyl stickers with no extra cost. (xv) BSNL may utilize the hired vehicle to carry the tools, testers and other store materials required for their maintenance and development activities. 9. Debarring Conditions:- (i) No vehicle should be supplied having registration in the Name of employee of BSNL or their close relative and a Certificate to this effect be given on the body of bill while submitting claim. (ii) No sub-contracting of the Service allotted is permissible by BSNL. The near relatives of all BSNL employees either directly recruited or on deputation are prohibited from participation in this tender. (iii) The tampering of meter reading, vehicle usage timings, overwriting of Summary / log sheet and misbehavior of driver while on duty shall be viewed seriously, leading to even cancellation of contract. (iv) Service Provider shall not engage any person below 18 years of age. 10. BSNL will not have obligation:- (i) For any liability whatsoever for payment of wages/salaries other benefits and allowances to his personnel that might become applicable under any Act or Order of the Govt. in this regard and the Service Provider shall indemnify BSNL against any/all claims which may arise under the provisions of various Acts, Government Orders etc. and any breach of such laws or regulations shall be deemed to be breach of this contract. 12

13 (ii) (iii) (iv) For any direct or indirect liability arising out of such negligent, rash and impetuous driving which is an offence under section 29 of IPC and any loss caused to BSNL or its user or to others have to be suitably compensated by Service Provider. For any theft, burglary, fire or any mischievous deeds by service provider s staff. Service Provider shall be the employer for his fully workers and BSNL will not be held responsible fully or partially for any dispute that may arise between the service provider and his workers. 11. Penalty for breach of terms & conditions: (i) (ii) (iii) (iv) (v) (vi) In case of break down, after it s reporting for duty, the vehicles will have to be replaced by same type within one hour. In case of non-availability of suitable vehicle a penalty up to Rs. 200/- may be imposed in addition to deduction on prorata basis for the period. If the number of break down exceeds three times in a month, a penalty of Rs.300/- per break down shall be imposed. The penalty for absence during extra Hour duty will be Rs.100 per occasion and for Temporary absence during duty hours without valid permission shall be Rs.75 per hour of absence. In case of non-availability of vehicles for any particular day penalty of Rs.500/- per day shall be imposed in addition to deduction of hire charges on pro-rata basis for the period. If the vehicle provided by the Service Provider is not in good condition or without proper document the vehicle may be rejected and sent back. No payment shall be made on account of such rejection. In such case user will be empowered to impose penalty as mention in iii above However in case of dispute the decision of General Manager Telecom District, Bhuj, BSNL, will be final. No payment will be made for vehicles supplied by the Service Provider older than 2013 model vehicle. It will be the responsibility of the service provider to supply vehicle as per the required clause. In case he supply older vehicle then on recommendation from the user, services is liable for termination with forfeiture of SD. If service provider fails or neglects any obligation under this contract and vehicle provided is not as per tender terms, BSNL reserves the right to hire Vehicle at his risk and cost for which the difference of cost will be recovered from the Contractor s pending bills or security deposit. The decision of Area Manager of the user as the case may be in this regard will be final. 13

14 SECTION 4(Part-A) GENERAL INSTRUCTIONS TO BIDDER (GIB) 1. DEFINITIONS: (a) "The User" means the listed user section in charge. (b) "The Bidder" means the individual or firm who participates in this tender and submits its bid. (c) "The Contractor / Vendor means Service Provider, the individual or firm providing services under the contract. (d) "The Contract Price" means the price payable to the Contractor under the Work order for the full and proper performance of its contractual obligations. (e) "The Advance Work Order"(AWO) means the intention of BSNL to place the Work Order on the bidder. (f) "The Work Order" means the order placed by the BSNL on the Contractor signed by the BSNL including all attachments and appendices thereto and all documents incorporated by reference therein. The Work Order shall be deemed as "Contract" appearing in the document. 2. ELIGIBLE BIDDERS: Kindly refer to clause 4 of Section I i.e. Detailed NIT 3. COST OF BIDDING: The bidder shall bear all costs associated with the preparation and submission of the bid. The BSNL, will in no case, be responsible or liable for these costs, regardless of the conduct or outcome of the bidding process. 4. BID DOCUMENTS: 4.1 The goods / services required, bidding procedures and contract terms are prescribed in the Bid Documents. The contents of the Bid documents are specified in the covering letter. 4.2 The Bidder is expected to examine all instructions, forms, terms and specifications in the Bid Documents. Failure to furnish all information required as per the Bid Documents or submission of bids not substantially responsive to the Bid Documents in every respect will be at the bidder's risk and may result in rejection of the bid. 5. CLARIFICATION OF BID DOCUMENTS: 5.1 A prospective bidder, requiring any clarification on the Bid Documents shall notify the User in writing by FAX or by of the User as indicated in the invitation of Bid. The User shall respond in writing to any request for the clarification of the Bid Documents, which it receives 7 days prior to the date of opening of the Tenders. Copies of the query (without identifying the source) and clarifications by the User shall be uploaded on BSNL website as Clarifications on e-procurement portal of Gujarat Circle portal, clarification shall be available as Addendum, for all the prospective bidders who have downloaded the official copy of tender documents from e-procurement portal of Bhuj Telecom District. 14

15 5.2 Any clarification issued by BSNL in response to query raised by prospective bidders shall form an integral part of bid documents and it may amount to an amendment of relevant clauses of the bid documents. 6. AMENDMENT OF BID DOCUMENTS: 6.1 The BSNL may, for any reason, whether at its own initiative or in response to a clarification requested by a prospective Bidder, may modify bid documents by amendments prior to the date of submission of Bids with due notification to prospective Bidders. 6.2 The amendments shall be notified in writing or by Fax or by Addendum through e- tendering portal to all prospective bidders on the address intimated at the time of purchase of bid document from the BSNL and these amendments will be binding on them. 6.3 In order to afford prospective bidders reasonable time in which to take the amendments into account in preparing their bids, the BSNL may, at its discretion, extend the deadline for the submission of bids suitably. 7. DOCUMENTS COMPRISING THE BID: The bid prepared by the bidder shall comprise the following components: (a) Documentary evidence established in accordance with clause 4 of Section I i.e. Detailed NIT & clause 10 section-4(part-a) that the bidder is eligible to bid and is qualified to perform the contract if his bid is accepted. (b) Bid Security furnished in accordance with Clause 12. (c) A Bid form and price schedule completed in accordance With clause 8 & BID FORM: The bidder shall complete the Bid Form and the appropriate Price Schedule furnished in the Bid Documents as per section 9 B. 9. BID PRICES: 9.1 Rates for each slab wise and vehicle type wise are given in the Schedule of Rates under Section 3 Part A. These rates are inclusive of all the type of taxes except Service Tax which will be given additional as applicable from time to time. Prices shall be quoted by the bidder as percentage below /above/ at par for Monthly Hire Slab given in schedule of rates. The rates for detention charge beyond duty hours and night halt charges are fixed as given in schedule of rates. The bidder shall quote price as per schedule given in Section 9 B for Monthly Hire Slab in any /all category of Vehicles given in the schedule of requirement. Bidder has to also give his preference for schedule of requirement which will be awarded only if same will be available. 9.2 The price quoted by the bidder shall remain fixed during entire period of Contract & shall not be subject to variation on any account except provisions contained under clause 7, section 5 of bid document. Bid submitted with an adjustable price quotation will be treated as non-responsive and rejected. 9.3 Discount or extra charges if any mentioned by the bidders shall not be considered unless these are specifically indicated in the price schedule. 15

16 10. DOCUMENTS ESTABLISHING BIDDER'S ELIGIBILITY AND QUALIFICATIONS 10.1 The bidder shall furnish, as part of his bid documents establishing the bidder's eligibility, all the following documents or whichever is required as per terms and conditions of bid documents. i. a) Tender document duly signed by bidder on each page. b) R. C. Book of Vehicle (Self Attested copy) with copy of the Taxi commercial permit certificate duly Self Attested / Power of Attorney duly notarized if applicable OR Experience certificate issued by executive of the concerned organization for eligibility. c) Copy of the Pan Card duly Self Attested. d) Copy of the Service Tax Registration if it is applicable as per rules. iii. iv. v. ii. DELETED. EPF Registration (if applicable) ESI Registration (if applicable) Latest & valid NSIC/MSME Certificate (if applicable). vi. Power of Attorney (if applicable) should be made older than the date of submission of the bid DELETED 11. DELETED 12. BID SECURITY/EMD: 12.1 The bidder shall furnish, as part of its bid, a bid security in one of the following ways:- (a) (b) Demand Draft/ Banker s cheque from a Nationalized/scheduled bank drawn in favour of AO (Cash), BSNL,O/o GMTD, Bhuj and payable at Bhuj. Bank Guarantee / FDR from a Nationalized/scheduled bank drawn in favour of AO (Cash) BSNL,O/o GMTD, Bhuj which should be valid for 180 days from the tender opening date The MSE bidders are exempted from payment of bid security: a) b) A proof regarding valid registration with body specified by Ministry of Micro, Small & Medium Enterprise for the tendered items will have to be attached along with the bid. The enlistment certificate issued by MSME should be valid on the date of opening of tender. 16

17 c) d) MSE unit is required to submit its monthly delivery schedule. If a vender registered with body specified by Ministry of Micro, Small & Medium Enterprise claiming concessional benefits is awarded work by BSNL and subsequently fails to obey any of the contractual obligations, he will be debarred from any further work/ contract by BSNL for one year from the date of issue of such order The bid security is required to protect the BSNL against the risk of bidder's conduct, which would warrant the bid security s forfeiture, pursuant to para A bid not secured in accordance with para 12.1 & 12.2 shall be rejected by the BSNL being non-responsive at the bid opening stage and archived unopened on e-tender portal for e-tenders The bid security of the unsuccessful bidder will be discharged/returned as promptly as possible as but not later than 30 days after the expiry of the period of bid validity prescribed by the BSNL, pursuant to clause The successful bidder's bid security will be discharged upon the bidder's acceptance of the advance Work Order satisfactorily pursuant to clause 27 and furnishing the performance security The bid security may be forfeited: a) If the bidder withdraws or amends its bid or impairs or derogates from the bid in any respect during the period of bid validity specified by the bidder in the bid form or extended subsequently; or b) If the bidder does not accept the APO/ AWO and/ or does not submit PBG & sign the contract/ agreement in accordance with clause 28. Note: - The bidder shall mean individual company/ firm or the front bidder and its technology/ consortium partner, as applicable. 13. PERIOD OF VALIDITY OF BIDS: 13.1 Bid shall remain valid for 150 days from the date of bid opening prescribed by the BSNL. A bid valid for a shorter period shall be rejected by the BSNL as non-responsive In exceptional circumstances, the BSNL may request the bidder's consent for an extension to the period of bid validity. The request and the responses thereto shall be made in writing. The bid security provided under Clause 12 shall also be suitably extended. A bidder may refuse the request without forfeiting his bid security. A bidder accepting the request and granting extension will not be permitted to modify his bid. 14. FORMAT AND SIGNING OF BID: 14.1 The bidder shall submit his bid, online (in case of e-tendering) & through sealed envelopes physically (in case of tenders with manual bidding process), complying all eligibility conditions, other terms and conditions of tender document to be read along with the clarifications and amendments issued in this respect. All the documents must be authenticated, using Digital Signature (DSC) with class 2 or above (in case of e-tendering) & by hand signatures (for manual 17

18 bidding process), by the authorized person. The letter of authorization shall be indicated by written power-of-attorney accompanying the bid. Note:-The User may ask the bidder(s) to supply, besides original bid, additional copy of bids as required by him The bid shall contain no interlineations, erasures or overwriting except as necessary to correct errors made by the bidder in which case such corrections shall be signed by the person or persons signing the bid. All pages of the original bid, except for un-amended printed literatures, shall be digitally signed by the person or persons signing the bid Power of Attorney (a) The power of Attorney should be submitted and executed on the non-judicial stamp paper of appropriate value as prevailing in the concerned states(s) and the same be attested by a Notary public or registered before Sub-registrar of the state(s) concerned. (b) The power of Attorney be executed by a person who has been authorized by the Board of Directors of the bidder in this regard, on behalf of the Company/ institution/ Body corporate. Proof of company resolution duly certified by Company Secretary OR Board of Directors is to be submitted for this. (c) In case of the bidder being a firm, the said Power of Attorney should be executed by all the partner(s) in favour of the said Attorney. (d) Attestation of the specimen signatures of authorized signatory by the Company s/ firm s bankers shall be furnished. Name, designation, Phone number, mobile number, address and postal address of the authorized signatory shall be provided. (e) Individual signing the tenders or other documents connected with the contract shall indicate the full name below the signature and must specify the capacity and authority under which he signs such documents and shall also submit documentary evidence of his authority in the form of Power of Attorney. (f) The Power of Attorney is to be submitted in original, if it has been issued for the specific tender enquiry. If the power of attorney is issued in general irrespective of tender enquiry then photocopy duly certified by notary public can also be accepted. (g) In case the representative of bidder company, who uploads the document on e- tender portal using his Digital Signature Certificates (DSC), which is different from the authorized signatory for the bid (Power of Attorney holder) then the representative who uploads the documents on e-tender portal using DSC issued in his name, shall also be one of the Power of Attorney holder by the bidder Company, in addition to the authorized signatory for the bid 15. SEALING AND MARKING OF BIDS: The bid shall be submitted online using single stage bidding and Two Envelope Methodology The first envelope (Techno-commercial bid): This envelope shall contain documents of bidders satisfying the eligibility / Technical & commercial conditions requirements. All documents submitted will also be self-attested by the bidder. Second envelope will be named as financial bid containing price Schedule as per section 9 Part B. 18

19 15.2 a) The envelopes for Tender Fee / EMD shall be addressed AGM (PLG), O/o. GMTD, HARIPAR ROAD, Bhuj b) The envelope for Tender Fee / EMD shall bear the name of the tender, the tender number and the words 'DO NOT OPEN BEFORE' (due date & time). c) The envelopes for Tender Fee / EMD shall indicate the name and complete postal address of the bidder to enable the User to return the bid unopened in case it is declared to be received 'late'. d) The envelopes for Tender Fee / EMD shall should be deposited in the tender box provided by tendering authority or sent by registered post or delivered in person on above mentioned address (address is given above). The responsibility for ensuring that the envelopes for Tender Fee / EMD shall are delivered in time would vest with the bidder. e) The envelopes for Tender Fee / EMD shall delivered in person/ registered post on the day of tender opening shall be delivered upto specified time & date as stated in NIT to A.G.M. (PLG), O/o. GMTD, HARIPAR ROAD, Bhuj The User shall not be responsible if the envelopes for Tender Fee / EMD shall are delivered elsewhere. f) Venue of Tender Opening: Tender will be opened O/o. GMTD, HARIPAR ROAD, BHUJ at specified time & date as stated in NIT. If due to administrative reason, the venue of Bid opening is changed, it will be displayed prominently on the above address If envelopes are not sealed and marked as required at para 15.1 and 15.2, the bid shall be rejected. 16. SUBMISSION OF BIDS: 16.1 Bids must be submitted by the bidders on or before the specified date & time indicated in Section-1 i.e. DNIT 16.2 The BSNL may, at its discretion extend this deadline for the submission of the bids by amending the bid documents in accordance with Clause 6 in which case all rights and obligations of the BSNL and bidders previously subject to the deadline will thereafter be subject to the deadline as extended Bid must be submitted by the bidder through E-Tendering mode only. Manual submission of bid shall not be needed. 17. LATE BIDS: No bid shall be accepted either online by E-Tender Portal or physically in case of manual bidding process after the specified deadline for submission of bids prescribed by the purchaser. 18. MODIFICATION AND WITHDRAWAL OF BIDS: 18.1 The bidder may modify, revise or withdraw his bid after submission prior to deadline prescribed for submission of bid. If a bid is withdrawn, the same shall be archived unopened in the e-procurement portal of Bhuj Telecom District The bidder s modification, revision or withdrawal shall have to be online and digitally authenticated as per clause

20 18.3 Subject to clause 20, no bid shall be modified subsequent to the deadline for submission of bids. 19. OPENING OF BIDS BY BSNL: 19.1 The purchaser shall open bids online in the presence of bidders or their authorized representatives who chose to attend, at time specified in Clause 7 of Detailed NIT(Section-1) on due date. The bidder s representatives, who are present, shall sign in an attendance register. Authority letter to this effect shall be submitted by the bidders before they are allowed to participate in bid opening (As per Format given in section 7(c)) A maximum of two representatives for any bidder shall be authorized and permitted to attend the bid opening (i) The bids will be opened in two stages i.e. techno-commercial bid shall be opened on the date of tender opening given in NIT. The financial bid will not be opened on the date of opening of techno commercial bids. The financial bids of those bidders who are approved to be techno commercially compliant by the competent authority, will be opened by TOC in front of technocommercially eligible bidders/ authorized representatives by sending them a suitable notice. (ii) The bidder s names, Item name, EMD amount & validity and acceptability, Information in respect of eligible bidders, Details of bid modification/ withdrawal (if any), and such other details as the purchaser, at its discretion, may consider appropriate will be made available online at the time of techno-commercial bid opening. (iii) The bidder s names, Name of the Items, Quantities/prices quoted in the bid, discount, if offered, Taxes & levies and such other details as the purchaser, at its discretion, may consider appropriate will be made available online at the time of financial bid opening The date fixed for opening of bids, if subsequently declared as holiday by the BSNL, the revised date of schedule will be notified. However, in absence of such notification, the bids will be opened in the next working day, time and venue remaining unaltered. 20. CLARIFICATION OF BIDS: 20.1 To assist in the examination, evaluation and comparison of bids, the BSNL may, at its discretion ask the bidder for the clarification of its bid. The request for the clarification and the response shall be in writing. However, no post bid clarification at the initiative of the bidder shall be entertained If any of the documents, required to be submitted along with the technical bid is found wanting, the offer is liable to be rejected at that stage. However the BSNL at its discretion may call for any clarification regarding the bid document within a stipulated time period. The BSNL at it s discretion may also ask for the submission of any additional/missing document(s) within a stipulated time period. In such case(s) the bidder shall have to comply the BSNL s requirement within the specified time. In case of non-compliance to such queries, the bid will be out rightly rejected without entertaining further correspondence in this regard. However, no post bid clarification at the initiative of the bidder shall be entertained. 20

21 21. PRELIMINARY EVALUATION: 21.1 BSNL shall evaluate the bids to determine whether they are complete, whether any computational errors have been made, whether required sureties have been furnished, whether the documents have been properly signed and whether the bids are generally in order Arithmetical errors shall be rectified on the following basis. If there is a discrepancy between the unit price and total price that is obtained by multiplying the unit price and quantity, the unit price shall prevail and the total price shall be corrected by the BSNL If there is a discrepancy between words and figures, the amount in words shall prevail. If the Supplier/Bidder does not accept the correction of the errors, his bid shall be rejected Prior to the detailed evaluation, pursuant to clause 22, the BSNL will determine the substantial responsiveness of each bid to the Bid documents. For purposes of these clauses, a substantially responsive bid is one which conforms, to all the terms and conditions of the Bid Documents without material deviations. The BSNL's determination of bid's responsiveness is to be based on the contents of the bid itself without recourse to extrinsic evidence A bid determined as substantially non-responsive will be rejected by the BSNL and shall not subsequent to the bid opening be made responsive by the bidder by correction of the non-conformity The BSNL may waive any minor infirmity or non-conformity or irregularity in a bid which does not constitute a material deviation, provided such waiver does not prejudice or affect the relative ranking of any bidder. 22. EVALUATION AND COMPARISON OF SUBSTANTIALLY RESPONSIVE BIDS 22.1 The BSNL shall evaluate in detail and compare the bids previously determined to be substantially responsive pursuant to clause The evaluation will be made Vehicle Type wise, Slab wise separately as per the rate quoted online by the bidder in financial bid on percentage base, above, below or at par of SOR. 23. CONTACTING THE BSNL: 23.1 Subject to Clause 20, no bidder shall try to influence the BSNL on any matter relating to its bid, from the time of the bid opening till the time the contract is awarded Any effort by a bidder to influence the BSNL in the BSNL's bid evaluation, bid comparison or contract award decisions shall result in the rejection of the bid. 24. PLACEMENT OF ORDER: 24.1 The BSNL may consider placement of orders to execute the contract on those bidders whose offers have been found technically, commercially and financially acceptable. The BSNL reserves the right to counter offer price(s) against price(s) quoted by any bidder however BSNL may limit the number of technically and commercially responsive bidders from the list of such bidders arranged in increasing order of their evaluated prices starting from the lowest for the purpose of ordering against this tender. 21

22 24.2 The work against the tender is for two year s requirement and the terms and conditions of this tender shall be operative for a period of two year from the date of signing of agreement between the BSNL and the Contractor. BSNL reserves the right to extend the contract on same terms & conditions for further period of next six month and further extension as per requirement and mutual consent. keeping in view the various factors, such as prevailing market rate, satisfactory performance of the firm. 24.3(i) The BSNL may limit the number of technically and commercially responsive bidders from the list of such bidders arranged in increasing order of their evaluated prices starting from the lowest for the purpose of ordering against this tender. In such a case, the distribution of work shall be governed by clause (iii) below. However, the BSNL reserves the right for the placement of order of entire tendered quantity on the bidder with the lowest evaluated price. (ii) The L1 bidder will be selected based on the lowest rate offered slab wise for a particular type of vehicle. The relative ranking of the bidders from L1 onwards shall be prepared based on the rate quoted from lowest to highest. (iii) After finalization of L1, for a slab for any type of vehicle, counter offer will be given to L2 bidder onwards based on number of vehicles remain pending, considering the commitment given by L1 bidder. Bidder has to supply vehicles mentioned in the counter offer (which may go up to the commitment of No. of vehicles given by bidder) after acceptance of L1 rate. L1 bidder has to supply the No. of vehicles committed in the tender for which he has paid EMD (if applicable) and L2 onwards bidder has to supply vehicles mentioned in the counter offer (which may go up to the commitment of No. of vehicles given by bidder) after acceptance of L1 rate subject acceptance of counter offer. If bidder fails to supply committed number of vehicles / accepted after counter offer, then EMD will be forfeited for those vehicles which he fails to supply out of the committed / counter offer vehicles whichever is applicable. If there is any pending requirement of vehicle out of projected requirement in the tender after considering the no. of vehicles committed by the L1 bidder / acceptance of counter offer by L2 onwards, BSNL may offer bidders from L1 onwards to supply the same at L1 rate. (iv) If more than one bidder have quoted the same rates and which exceeded the projected vehicle requirement, in that case order shall be placed to the bidder offered higher vehicle model. 25. BSNL'S RIGHT TO VARY QUANTITIES AT TIME OF AWARD: (a) BSNL reserves the right to increase or decrease up to 25% of the quantity of goods and services specified in the schedule of requirements without any change in the unit price or other terms and conditions at the time of award of contract. (b) BSNL also reserves the right for placement of additional order or up to 50% of the additional quantities of goods and services contained in the running tender/ contract within a period of twenty four months from the date of acceptance of first APO in the tender at the same rate or a rate negotiated (downwardly) with the existing venders considering the reasonability of rates based on prevailing market conditions and the impact of reduction in duties and taxes etc and supplies to be obtained within delivery period scheduled afresh. 22

23 No guarantee can be given to actual quantity. The quantity mentioned in the tender is tentative only. No claim should entertained for less /not allotting the quantum of work for any reason. (c) In exceptional situation where the requirement is of an emergent nature and it is necessary to ensure continued supplies from the existing venders, the purchaser reserves the right to place repeat order up to 100% of the quantities of goods and services contained in the running tender /contract within a period of TWO YEARs from the date of acceptance of first APO in the tender at the same rate or a rate negotiated (downwardly) with the existing venders considering the reasonability of rates based on prevailing market conditions and the impact of reduction in duties and taxes etc. Exceptional situation and emergent nature should be spelt out clearly detailing the justification as well as benefits accrued out of it and loss incurred in case this provision is not invoked and approved by the authority competent to accord administrative and financial approval for the procurement calculated on the basis of total procurement i.e. initial and proposed add-on quantity. 26. BSNL'S RIGHT TO ACCEPT ANY BID AND TO REJECT ANY OR ALL BIDS: The BSNL reserves the right to accept or reject any bid, and to annul the bidding process and reject all bids, at any time prior to award of contract without assigning any reason whatsoever and without thereby incurring any liability to the affected bidder or bidders on the grounds for the BSNL's action. 27. ISSUE OF ADVANCE WORK ORDER (AWO): 27.1 The issue of AWO shall constitute the intention of BSNL to enter into the contract with the bidder The bidder shall within 14 days of issue of AWO, give his acceptance along with performance security in conformity with section 7 (B) provided with the bid documents. 28. SIGNING OF CONTRACT: 28.1 The issue of FAT shall constitute the award of contract on the bidder Upon the successful bidder furnishing of performance security pursuant to clause 27, the BSNL shall discharge its bid security, pursuant to clause ANNULMENT OF AWARD: 30. N/A Failure of the successful bidder to comply with the requirement of Clause 27 & 28 shall constitute sufficient ground for the annulment of the award and forfeiture of the bid security in which event the BSNL may make the award to any other bidder at the discretion of BSNL or call for new bids. 31. REJECTION OF BIDS 31.1While all the conditions specified in the Bid documents are critical and are to be complied, special attention of bidder is invited to the following clauses of the bid documents. Noncompliance of any one of which shall result in outright rejection of the bid (i) Clause 15 of Section 4 Part A: The bids will be recorded/returned unopened if covers are not properly sealed with PERSONAL SEAL of the bidder. 23