नवद स चन स टव यर ट न ल ज प कस ऑफ़ इ डय च नई I नवद आम #ण अ&धक र(, * &धकरण नद शक, एसट(प आई पदन म और पत स /य 5, त सर( म जल, र ज व ग ध सल ई, त र म3ण, च नई 600 113. व बस इट: www.chennai.stpi.in II A. उपकरण / क म क न म B. न;प दन क <थ न एसट(प आई-क य?बट र मA व हनC क Dकर य पर रखन क Fलए नवद एसट(प आई, च नई I III नवद द<त व जC कH उपलIधत कH नवद द<त व ज Kदन क 23.12.2016 स 11.01.2017 जगह तक, क य KदवसC मA, 10.30 a.m. स 4.00 p.m. क ब च, और नवद * Jत करन क Fलए नयत ऊपर उ Mल3खत पत स * Jत Dकय ज सकत ह I त र(ख नवद *<त त करन कH नयत IV नयत त र(ख : 12.01.2017 Kदन क, समय, और जगह समय : 11.30 A.M. जगह : उपय त <त भ एक V नवद ख लन कH जगह, नयत त र(ख : 13.01.2017 Kदन क,और समय समय : 11.30 A.M. जगह : उपय त <त भ एक VI नवद आम #ण * &धक र( Rव र नKद;ट क ई भ अय महSवप ण म पद ड: 1. नयत त र(ख और समय क ब द * Jत नवद क सरसर( त र पर ख Vरज कर Kदय ज एग. एसट(प आई-क य?बट र मA व हनC क Dकर य पर रखन क Fलए, म हरब द नवद ए आम W#त Dकय ज त ह ब ल( ब ल(द त Rव र ब द Dकय ज न च Kहए I नवद मA नवद स /य STPIC/PUR/010/2016-17/030 Kदन क 23.12.2016 और नवद क न म उपVरFल3खत Dकय ज न च Kहए इZछ क उपय त ब ल(द त, ब ल( द<त व ज़ कH एक *तFलप, एसट(प आई, 5, त सर( म जल, र ज व ग ध सल ई, त र म3ण, च नई 600 113 स * Jत कर सकत ह] नद शक एस ट( प आई, च नई Tender for hiring of vehicle page 1 of 11
SOFTWARE TECHNOLOGY PARKS OF INDIA (An Autonomous Society under Ministry of Electronics & Information Technology, Govt. of India) No.5, 3 rd Floor, Rajiv Gandhi Salai, Taramani, Chennai 600 113 Phone No. (044)3910 3525 (Tele Fax). (044)3910 3505 TENDER No: STPIC/PUR/010/2016-17/030 Date: 23.12.2016 Name of the Tender: Tender towards Hiring of Vehicle Services at STPI-Coimbatore (For a period of one year) NAME OF THE PARTY: Tender for hiring of vehicle page 2 of 15
TENDER NOTICE Software Technology Parks of India, (STPI) I II Tender inviting officer, Authority, Designation and Address A. Name of the work: The Director, STPI No.5, 3 rd Floor, Rajiv Gandhi Salai, Taramani, Chennai 600 113. Website: www.chennai.stpi.in Tender towards Hiring of Vehicle Services at STPI-Coimbatore. III B. Place of execution Tender documents available place and due date for obtaining tender STPI - Chennai Tender document can be obtained on working days between 10.30 AM to 4.00 PM from 23.12.2016 to 11.01.2017 at the address mentioned in column I IV Due Date, time and place of Due Date : 12.01.2017 submission of Tender Time : 11.30 A.M. Place V Place, date and time of Tender Due Date : 13.01.2017 Opening Time : 11.30 A.M. Place : At the above mentioned in column I : At the above mentioned in column I VI Any other important criteria specified by the tender inviting authority: 1. Tender received after due date and time will be summarily rejected. STPI invites sealed tenders towards Hiring of Vehicle Services at STPI-Coimbatore. The bid should be sealed by the bidder and duly superscripted as Tender No:STPIC/PUR/010/2016-17/030 dated 23.12.2016 and name of the tender. Intending eligible bidders may obtain a copy of bid document from STPI, No: 05, IIIrd Floor, Rajiv Gandhi Salai, Taramani, Chennai 600 113 DIRECTOR STPI -Chennai Tender for hiring of vehicle page 3 of 15
SECTION I 1. ELIGIBILITY CRITERIA: a) The bidder should have minimum TWO clients, having the experience of serving / successfully completed vehicle hiring services to any central / State Government organization / PSU / Autonomous body under Govt. of India / Private organizations as on the date of the tender. The bidder should enclose the valid proof for the same. b) The applicant contractor should own at least THREE vehicles at the time of making the application for contract. Documentary evidence of ownership to be enclosed. c) The bidder should be running the travel agency for the last 5 years. Documentary proof for the above shall be produced along with the offer, failure of which the tender will be rejected. Note : Relevant documents & certificate should be submitted as per the eligibility criteria by the bidder. 2. TENDERING PROCESS: 2.1 The tenders are invited on a single bid system: The tender form for Techno-Commercial bids complete in all respect should be submitted in sealed cover super scribed Hiring of Vehicle Services at STPI- Coimbatore. a) The cover/envelope should be wax sealed. The cover shall be and super scribed as Tender No:STPIC/PUR/010/2016-17/030, dated: 23.12.2016 & Name of Tender Hiring of Vehicle Services at STPI-Coimbatore and addressed to The Director, Software Technology Parks of India No: 05, Third Floor, Rajiv Gandhi Salai, Taramani, Chennai 600 113 Further the sentence NOT TO BE OPENED before due date and time of tender opening, should also to be indicated on this envelope. b) If the outer big envelope is not sealed and marked properly as above, STPI will not take any responsibility for its misplacement, premature opening etc. The Envelope should be dropped in the Tender Box of the STPI at Reception in the above address latest by 11.30 A.M. on 12.01.2017. 2.2 Contents of Techno-Commercial Bid: The bidder in this regard should submit the following documents. (a) Copies of documentary evidence of experience having successfully completed / executing TWO similar works as on the date of the tender as mentioned in the Eligibility criteria, (b) Proof of owning three vehicles at the time of submission of tender as mentioned in the Eligibility criteria, (c) Bidder should be running the travel agency for the last 5 years as mentioned in the Eligibility criteria, Tender for hiring of vehicle page 4 of 15
(d) (e) (f) Copies of the following documents to be enclosed: i. Copy of PAN Card, ii. Copy of Service tax / Sales Tax registration certificate, iii. Copy of Registration / Incorporation of the firm / Company, (Proprietoryship/Partnership/Firm/Company), Complete set of the Self attested tender documents, Any other related documents, 2.3 The financial details of the tender as per the Bill of quantities. SECTION- II INSTRUCTIONS TO BIDDERS 1. INTRODUCTION: 1.1 Definitions: a) STPI means the STPI, Chennai. b) Bidder means any registered entity engaging in business such as a proprietorship, partnership, private concern or corporation who participates in this tender and submits its bid. c) Contractor means any registered entity engaging in business such as a proprietorship, partnership, private concern or corporation who supplying the goods / services under the contract. d) Hiring of Vehicle Services means standards of works mentioned in Section IV, which the Contractor is required to take during the contract period. e) Price means the price payable to the Contractor under the purchase / work order for the full and proper performance of its contractual obligations. 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. 1.2 CLARIFICATION OF BID DOCUMENTS BY THE CONTRACTOR: A prospective bidder, requiring any clarification of the Bid Documents shall notify STPI in writing or by Fax at STPI's mailing address indicated in the Invitation for Bids. The clarification will be accepted before 10 (ten) days of the due date of tender. The reply will be hosted in STPI official website and also communicated to respective bidders. 2. PREPARATION OF BIDS: DOCUMENTS COMPRISING THE BID: a) Clause by Clause compliance demonstrating substantive responsiveness to the financial condition by signing and stamping on all the pages of the original bid document No.STPIC/PUR/010/2016-17/030 (Containing 15 pages) by authorized person (s), b) The contractor shall submit his tender only after carefully examining the whole of the tender documents, the conditions of tender and of contract, scope of work etc. c) Conditional bids will not be accepted. d) More than one bid shall not be accepted from one bidder. Tender for hiring of vehicle page 5 of 15
e) All the documents submitted (whether original or photocopy) in the bid must be legible & self attested. 3. BID PRICES: a) The prices have to be quoted as per the price schedule, no other format of pricing will be accepted. b) The bidder shall quote basic price and applicable taxes separately. However if there are any changes in the taxes during the contract period, the extra amount will be paid as per the notification of state / central government whichever is applicable based on the request from the awarded contractor. The basic unit price and all other components of the price need to be individually indicated against the Price Schedule. The offer shall be in Indian Rupees only. No foreign exchange will be made available by STPI. c) Rates shall be quoted in words and figures. The amount to be worked out to whole number. d) Prices indicated on the Price Schedule shall be entered in the following manner: (i) The price of the items shall be quoted total price (inclusive of all taxes and levies, transports, insurance etc) item wise. The rate of Excise duty/service Tax/VAT, should be clearly indicated in the tender, if it s not mentioned, it shall be treated as inclusive. (ii) The bidder shall quote only one price for each item. (iii) The bid price indicated is firm and no increase in rate will be accepted during the contract period other than taxes. 4. PERIOD OF VALIDITY OF BIDS: a) Bid shall remain valid for 120 days after the date of bid opening prescribed by STPI. b) In exceptional circumstances, STPI may request the bidder's consent for an extension to the period of bid validity. The request and the responses there to, shall be made in writing. A bidder accepting the request and granting extension will not be permitted to modify his bid. 5. FORMATS AND SIGNING OF BID: a) All pages of the tender, except for un-amended printed literatures, shall be signed by the person or persons signing the bid. The bids submitted shall be sealed properly. b) The bid shall contain no insertions, 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. 6. LATE BIDS: Any bid received by STPI after the due date & time for submission of bids prescribed by STPI shall be rejected and returned unopened to the bidder. 7. OPENING OF BIDS BY STPI: 7.1 STPI shall open bids in the presence of bidders or their authorized representatives who chose to attend, at 11.30 A.M. on 13.01.2017. The Tender for hiring of vehicle page 6 of 15
bidder s representatives, who are present, shall sign in the register. Business card/authority letter shall be submitted by the bidders before they are allowed to participate in bid opening. 7.2 A maximum of two representatives for any bidder shall be authorized and permitted to attend the bid opening. 7.3 The date fixed for opening of bids, if subsequently declared as holiday by the STPI-Chennai, 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. 7.4 The tendering process comprise the following, The bids will be opened at 11.30 A.M. on 13.01.2017 and the same will be scrutinized and evaluated by the competent committee/authority with reference to parameters prescribed in the tender documents and the offers received from the tenderers. 8. CLARIFICATION OF BID DOCUMENTS BY STPI: To assist in the examination, evaluation and comparison of bids STPI may, at its discretion ask the bidder for the clarification of its bid. The request for clarification and the response shall be in writing. However, no post bid clarification at the initiative of the bidder shall be entertained after opening of the tender. 9. TENDER EVALUATION: a) STPI shall evaluate the bids to determine whether they are complete, whether required sureties have been furnished, whether the documents have been properly signed and whether the bids are generally in order b) Tender committee will scrutinize the bids based on the eligibility criteria and other requirements. c) Evaluation and comparison shall be done on the price of the goods offered inclusive of all Levies & Taxes as indicated in the Price Schedule of the Bid Document. d) 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 STPI. If there is a discrepancy between words and figures, the amount in words shall prevail. If the Contractor does not accept the correction of the errors, his bid shall be rejected. e) The STPI may waive any minor 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. 10. CONTACTING STPI: a) No bidder shall try to influence STPI on any matter relating to its bid, from the time of tendering till the time the contract is awarded. b) Any effort by a bidder to influence STPI in STPI's bid evaluation, bid comparison or contract award decision shall result in the rejection of the bid. 11. STPI'S RIGHT TO ACCEPT ANY BID AND TO REJECT ANY OR ALL BIDS: STPI 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 Tender for hiring of vehicle page 7 of 15
reason whatsoever and without thereby incurring any liability to the bidder. However, the bidder has the right to question the bidding conditions, bidding process and / or rejection of his / her bid. STPI reserves the right to receive and, if it thinks fit, to consider and accept a noncomplaint proposal. The acceptance or rejection of a non-complaint proposal is entirely a matter for STPI in its absolute discretion. Any deviations / irrelevant specifications in this tender will not be accepted. 12. PLACEMENT OF ORDER: STPI shall consider placement of order on the bidder whose offer has been found technically and financially acceptable. STPI has full rights to place order on fully or partially. 13. ANNULMENT OF AWARD: a) STPI reserves the right to terminate the contract with one month notice if, the services are found dissatisfactory or in case of violation of the terms and conditions of the contract or non-fulfillment of the statutory requirement. b) STPI reserves the right to disqualify the Contractor for a suitable period who habitually failed to take up the work. STPI reserves the right to blacklist a bidder for a suitable period in case he fails to honour his bid without sufficient reasonable grounds. 14. ARBITRATION : If, a dispute arises out of or in connection with this contract, or in respect of any defined legal relationship associated therewith or derived there from, the parties agree to submit that dispute to arbitration under the ICADR arbitration rule, 1996.The venue of the arbitration shall be at Chennai. The language of the arbitration proceedings shall be in English. The authority to appoint the Arbitrator(s) shall be the International Centre for Alternative Dispute Resolution (ICADR). The International Centre for Alternative Dispute Resolution will provide administrative services in accordance with the ICADR Arbitration Rules, 1996. SECTION III CONDITIONS TO THE BIDDERS 1. GENERAL CONDITIONS:- 1.1 Period: The contract will be for a period of one year. After the expiry of the contract period, the service need not be continued taking it as deemed extension of period. 1.2 Renewal: The contract shall be extended for further period of one year on the same rates, terms & conditions, subject to satisfactory performance. The renewal would be decided later, on satisfactory completion of the above tenure. 1.3 Delivery/ Execution of order: The commencement of services, should be within 15 days from the date of order, at the following location: Software Technology Parks of India, S.F.NO.333/1,Ground Floor, Tender for hiring of vehicle page 8 of 15
Kumaraguru College of Technology Campus, Chinnavedampatti, Coimbatore-641 006 Ph: 0422-2901217, Fax: 0422-2669682, 1.4 Payment: a) No advance payment will be made by STPI, b) Payment will be released within 15 days against the bill/invoice raised after the completion of every trip / service. c) The trip sheets maintained will be the basis for making payments. The trip sheets should be maintained perfectly well and should be endorsed by the officer / guest using the vehicle without fail, d) Income tax/ WCT is applicable as per the case. Any other applicable taxes will be deducted as per statutory norms, e) Payments to the Contractor will be through NEFT / RTGS transfer only. The bank details for transfer of the payment to the contractor should be given as per the details in Annexure II along with the copy of the blank cheque. No payment will be made through cash or cheque. f) Address for submission of Bills/ Invoices : The Director, Software Technology Parks of India, No. 5, Rajiv Gandhi Salai, III Floor, Taramani, Chennai 600 113. 1.5 Liquidity Damages: a) Contracts are subjected to Liquidity Damages. Decision of STPI will be final and binding. The following liquidity damages are levied if there is a delay in the delivery schedule defined in the work order, b) In case of late reporting, 20% of proportionate contract charges /per day of that Vehicle. Other conditions as mentioned in point 1.7 (i) and (j). STPI is entitled to withhold payments due to the contractor, in case of dispute of claim still it is resolved 1.6 Agreement: The notice inviting tenders, conditions of the tender and the duly completed form of the tender will form part of the agreement to be executed by the successful contractor with STPI on non-judicial stamp paper of Rs.100/-. The format of the agreement is enclosed herewith as Annexure III. 1.7 SPECIAL CONDITIONS: a) The vehicle provided by the contractor on hire shall be with a driver who must be in proper white uniform and should have a valid driving license and be competent to drive. Each driver should be provided with a mobile phone by the contractor. Driver shall carry contingency amount for toll/parking charges etc, which shall be reimbursed from STPI. b) The vehicles must be in good running condition, clean, mechanically fit and must not be more than 7 years old. It should be equipped with First Aid Box, Air-freshener, Tool kit and stepny. c) 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 shall be the liability of the contractor and STPI shall not be liable in any matter whatsoever. Tender for hiring of vehicle page 9 of 15
d) The duty point is Software Technology Parks of India, S.F.NO.333/1,Ground Floor, Kumaraguru College of Technology Campus, Chinnavedampatti, Coimbatore-641 006 or any other place intimated from time to time. The mileage and time will be counted from duty point only and not from the bidder s garage. e) The drivers provided, must be literate and well behaved. He must follow traffic rules & regulations prescribed by the Government from time to time. f) The fuel and oil for the vehicle shall be provided by the Contractor. Other costs like insurance, repairs, maintenance and any other charges also have to be borne by the contractor. The contractor and the driver shall be bound to carry out the instructions of the Officer(s) in charge concerned from time to time. g) The contractor should ensure that the cars are fitted with appropriate seat belts & other safety measures. h) Insurance of the vehicle and the risk of passenger traveling in the vehicles should be covered by the contractor to the extent of liability as specified in the Motor Vehicles Act & Rules made there under or any law in force. i) Any authorized user of STPI has the right of returning the car if he is not satisfied as to the plying condition of the car. In such case a penalty of Rs.1000/- or the actual cost of hiring a similar vehicle will be deducted from the contractor s pending bills payments. j) In case of vehicle breakdown, a substitute vehicle shall be provided by the Contractor immediately. In case vehicle does not report within 30 minutes time or does not report at all, STPI would have a right to hire a vehicle from the market and the additional cost incurred by STPI will be borne by the Contractor. In case, neither a substitute vehicle is provided nor a vehicle is hired by 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, STPI will claim Rs.1000/- towards penalty or the actual cost for making alternate arrangement whichever is more. k) The responsibility for the safety and security of the vehicle provided solely lies with the contractor. It is also the contractor s absolute responsibility to take care of any damage repairs caused to his vehicle during the operation of the contract. l) Failure by the contractor 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 STPI. m) No request for escalation of rates will be entertained for whatsoever reason during the course of contract. n) The Contractor will indemnify for loss/damage of property or life because of negligence of driver or poor maintenance of vehicle or due to an accident. SECTION - IV 1. SCOPE OF WORK: The scope of work is Hiring of Vehicle Services at STPI-Coimbatore as per the requirement. 2. DETAILS OF THE BIDDER: a) Name, address & Contact No. of the bidder: Tender for hiring of vehicle page 10 of 15
b) Proof of owning three vehicles at the time of submission of tender as mentioned in the Eligibility criteria Yes / No c) Proof of being in the business for the last 5 years Yes / No d) Proof of similar work as mentioned in the eligibility criteria: (copies of work order / agreement / completion certificate to be enclosed): Sl. No. Contract period Name of the client with the address and contact number Contract Value Proof submitted 1) Yes/No 2) Yes/No e) If it is noticed that any client did not find the work carried out satisfactory, the tenders of such bidders will be treated as invalid, f) Copies of the following Registrations: Sl. Particulars No. Mention the registration numbers of: a) Certificate of Reg. No. Reg. No & date Proof submitted Yes/No b) Service Tax Regn. No. Yes/No c) PAN No. Yes/No g) Enclosed complete set of the self attested tender documents [Yes / No] Tender for hiring of vehicle page 11 of 15
3. BILL OF QUANTITIES: Rate shall be quoted as per the sample and shall include cost of transportation for delivery and other overheads: S.No. Particulars Indicab Toyota Etios Liva AC 1 City use 5 hours - 50 kms. Hire charges Extra km. Extra hr. 2 City use 10 hours - 100 kms. Hire charges Extra km. Extra hr. 3 Pick up OR Drop from Coimbatore Airport to Coimbatore City 4 Pick up OR Drop from Railway Station to Coimbatore City Non AC AC Indigo / Ford Ikon AC Toyota Etios AC Innova AC Ertiga AC 7 Outstation Trips: Minimum Km Extra Km Driver Batta Night Halt 8 Service Tax Permit / Parking charges Additional charges Note: Any corrections in the rates / over writing etc. should be attested by the authority signing the bid. Bids received with corrections / over-writings etc., without attestation will not be considered. I certify that all the terms and conditions of the tender documents are acceptable to us. Date : Place : Signature of the authorized person Name : Designation : Company Seal : Tender for hiring of vehicle page 12 of 15
ANNEXURE - I AGREEMENT Articles of agreement made this (date) between Software Technology Parks of India, No.5, 3rd Floor, Rajiv Gandhi Salai, Taramani, Chennai-600113, through Authorised Signatory (hereinafter called the STPI ) of the one part and, through Authorised Signatory (hereinafter called the Contractor ) of the other Part. whereas the employer is desirous of entrusting providing (name of the work) at (places) to the contractor under this agreement as per the tender conditions of contract. And whereas the Contractor has agreed to execute the (name of the work) in STPI (places) as per conditions in the Tender No:, dated (date) and work order No:, dated (date). Tender for hiring of vehicle page 13 of 15
NOW IT IS HEREBY AGREED AS FOLLOWS:- 1. In consideration of the sum of Rs. /= (Rupees only) p.m / p.a. to be paid at the time and in the manner set forth in the said conditions of the tender, the contractor shall upon and subject to the said conditions execute and complete the work as per conditions in the tender. 2. The Employer will pay to the contractor the said amount of Rs. /= (Rupees only) p.m. / p.a. or such other sum as shall become payable hereunder at the times and in the manner specified in the said conditions. 3. The said conditions, shall be read and construed as forming part of this agreement, and the parties hereto shall respectively abide by and submit themselves to the conditions and stipulations and perform the agreement on their parts respectively in such conditions contained. The period of contract is from to. SCHEDULE I 1. Tender No. dated 2. Purchase /Work Order No. dated 3. Acceptance to the order. As witness our hand the day and year first above written Signed by STPI: In the presence of (witness): 1) Signature: 2) Signature: Name: Name:: Occupation: Occupation: Address: Address: Signed by the Contractor: In the presence of (witness): 1) Signature: 2) Signature Name: Occupation: Name: Occupation: Address: Address: Tender for hiring of vehicle page 14 of 15
ANNEXURE - II BANK DETAILS FOR MAKING RTGS PAYMENT Name of the Bank : Branch Name : Account Number : Name of the Account Holder : IFSC No. : The bidder is requested to enclose a cancelled cheque for verification along with this format. Signed by:- (Contractor) Tender for hiring of vehicle page 15 of 15