Specification of a Vehicle on rental basis

For

Marketing & Sales Department for …………….Zone

A committee for preparing the specification of a vehicle on rental basis for Marketing & Sales Department was formed with the following officials of Teletalk vide letter no: ……………………………., Dated: ……………..(Annex-1, page no:6).

Sl. / Name / Designation / Position in the committee
1 / Convener
2 / Member Secretary
3 / Member
4 / Member

Committee has followed the PPT guidelines (PPT Chapter-5) to make the specification of the vehicle.

Scope of work:

To rent a vehicle for……………………………….

  1. Eligibility of the Bidder:
  1. Bidders must be a registered vehicle rent a company by Bangladesh government.
  2. Bidders must possess minimum 01(one) yearof experience in the similar field of business.
  3. Bidders must submit the quotation in response to the RFQ/Invitation to the tender.
  4. Bidders should have to submit the schedule in one name only. Any duplicity in this regard will be treated the bidder as non responsive.
  1. Technical Specification for the vehicle:

Item / Description / Comments
Registration Year / Not older than year 2005
Vehicle Type / Microbus
No. of doors / Not less than 3
No. of seats (including driver’s one) / Minimum of 08
Engine capacity / Minimum 1800 CC
Fuel system / Dual Fuel / diesel
Air condition / Fully functional
Pay load capacity / Minimum 1000Kg
Transmission System / Auto/Manual
Drive / 2 Wheel drive
Outlooks and interior /
  1. Well maintained
  2. Over all excellent condition

Special features /
  1. FM Radio
  2. CD/MP3 Player
  3. Cabin light
  4. Side steps
/ Full Functional
Suspension /
  1. Front: Independent suspension.
  2. Rear: Rigid – Elliptic leaf spring.
/ In good condition
Brake System / ABS brake System
Front: Ventilated Disc
Rear: Drums / In good condition
Steering / Power assisted rack and pinion steering.
  1. Format for quotation:

Table-A

SN / Description of Items / Quantity / Unit Price Including AIT VAT in BDT / Months / Total Price Including AIT VAT in BDT
1 / Vehicle Rent (08-12 seated Micro Bus) / 1 / 12

Table-B

SN / Description of Items / Quantity / Unit Price (BDT) / Months / Total Estimated Price (BDT)
1 / Fuel Cost Diesel (Kms) / 2500 / 12

Grant Total= (A+B)=

In words: Taka……………………………………………………………………………………………………………………..only

Note: The offer must be valid for at least 03 (three) months from the date of submission of quotation. The quantity may vary as per the requirement of Teletalk. The supplier/bidder will be paid as per actual rented items and quantities.

  1. Mandatory Documents:

The supplier/bidder must submit the original copies of the following documents (attested photo copies may submit in case of Licenses and Certificates or other documents as necessary):

  1. Complete price quotation as per this RFQ. All prices shall be quoted in Bangladeshi Taka.
  2. Duly signed RFQ with official seal of the supplier/bidder on each page to demonstrate that supplier/bidder has agreed to all terms and conditions mentioned in the RFQ.
  3. Valid Trade License
  4. Valid TIN Certificate
  5. Vehicle ownership documents
  6. Vehicle registration certificate
  7. Vehicle insurance related certificates
  8. Driving license of the driver along with the complete bio-data accompanied by two recent passport size photographs and National ID or birth certificate.
  9. All short of valid documents as per Govr. Regulations are required to submit, if necessary.

Failure to submit any of the above documents will turn the bidder as “Substantially Non-responsive”.

  1. General Terms and Condition:
  1. Duty will be 06 (six) days per week. Only Friday will be the normal weekly holiday. If vehicle is used in Friday or in any other Government declared holiday, this usage will be considered as overtime duty.
  2. Duty hours shall be 10 (ten) consecutive hours a day (one day=8:00 AM to 8:00 PM on the same day)- the driver shall be given Tk.40/- for duty in Divisional HQs and other areas respectively as overtime duty beyond 10(ten) hours.
  3. Supplier will provide a skilled driver with minimum 03(three) years of experience in driving.
  4. The driver’s educational qualification should be minimum S.S.C.(secondary School Certificate) passed (condition can be relaxed in case of highly experienced driver).
  5. The driver must be well-behaved and well-dressed.
  6. The driver along with the vehicle will have to attend the instructed job.
  7. The supplier shall have the right to discontinue the driver if any complain raise against him for misbehave/unable to perform the duty without proper cause and in that case the supplier shall provide an alternate skilled driver as mentioned in sub-clauses iii-vi.
  8. Vehicle may not be provided only during the period of Hartal/Strike/Blockade. When Hartal/Strike/Blockade is over vehicle must be provided for the remaining hours of the day without charging any overtime allowance as specified 10(ten) hours a day is not exceeded; failing to do so will cause deduction of an amount equivalent to 02 (two) times of the rent applicable against any such number of days from the monthly bill. If the Hartal/ Strike/Blockade continues in a month for a period of more than 05 (five) days, the user shall be at liberty to deduct the rent for such period at actual from the total rent.
  9. Supplier will keep the vehicle in overall good condition.
  10. Supplier will provide a suitable alternate vehicle in case of any trouble with the vehicle; failing to do so will cause deduction of an amount equivalent to 02(two) times of the rent applicable against any such number of days from the monthly bill.
  11. Supplier may supply fuel all over the month and will submit the bill for movement at agreed rate of Tk.______/km charge for running km in Fuel and Tk._____/km for running km in Fuel.
  12. Teletalk will pay the supplier maximum 15 km as parking charge from garage to Teletalk office and Teletalk office to garage.
  13. When vehicle will go outside any of the stations and come back to the station
  14. Before 12AM of the same day, the driver will get Tk. 100 (Taka one hundred) in addition to his overtime.
  15. After 12AM of the same day, the driver will get Tk. 100 (Taka one hundred) in addition to normal overtime.
  16. In case of night stay, Driver will be get 500Tk. per night.
  17. Ferry, Bridge and Road toll-tax etc. will be borne by Teletalk.
  18. Per month 20 (Twenty) litersof diesel will be provided to engine start/maintenance purpose.
  19. Payment of the bill shall be made by Teletalk against the actual service received. VAT, Income Taxwill be deducted from the monthly bill of the supplier. The responsibility of payment of any taxes, if imposed in future, will be decided once it is imposed.
  20. Teletalk may, by written notice sent to the supplier, terminate the service/work order at any time for the following reasons
  21. If the supplier fails to deliver the rented vehicle within the stipulated time mentioned in the work order.
  22. If the suppliers fails to perform any other obligation(s) under the work order.
  1. Evaluation of the bids/proposals
  1. An evaluation committee comprising of Teletalk officials selected by Teletalk shall evaluate all the submitted proposals. During the said evaluation, scrutiny would be made to see whether the submitted proposals have properly followed the specifications, terms & conditions and other requirements mentioned in the schedule of this tender.
  2. The quotation of vehicle of latest registration year shall be considered as base;
  3. The quotation of lowest evaluated cost shall win the bid provided all other features, terms and condition remain same.
  4. The reasons for which any proposal shall be considered as “Substantially Non-Responsive” have been described in various part of this schedule.
  5. The proposals of those bidders which are not considered as “Substantially Non-Responsive” shall automatically be treated as “Responsive”.
  1. Awarding Agreement between the Supplier and Teletalk Bangladesh Limited: The successful bidder will be awarded a Notification of Award (NoA) requesting to sign an Agreement between the Supplier and Teletalk. After signing the Agreement, a Work Order will be awarded to supply the rented vehicle.
  2. Correspondence for the tender/work order

The correspondence relating to this tender process/work order shall be limited between the Managing Director, Teletalk Bangladesh Limited or its nominated representative and the bidder/contractor. If any conflict/debate relating to this purchase is raised by any of the party, the issue shall be sent to “Board of Teletalk” and the decision of the Board shall be treated as final. The tendered/contractor shall be bound to abide by such decisions.

  1. Cancellation of Tender

In case of any deviation to any or many clauses of this document, the Managing Director of Teletalk Bangladesh Limited shall have the right to cancel the tender process/issuance of work orders either partially or fully.

10.Tender related authority

Teletalk is not bound to accept the lowest tender proposal and reserves the right to abolish any portion of the tender or to cancel the full tender without assigning any reason thereof or to consider any adjustment for the interest of work.

11.Contract cancellation related authority

Teletalk authority reserves the right to cancel contract with any contractor without assigning any reason thereof. No objection of the concerned contractor shall be acceptable in this regard and the contractor shall not go to any court on the issue.

12.Resolution of Dispute

All the contractors shall submit written undertaking to the effect that, if there is any objection on any matter regarding this tender process, it may raise written or otherwise complaint to the “Managing Director” of Teletalk. In case of failure from the part of Managing Director, Teletalk to settle the dispute, “Board of Directors, Teletalk” will act as an “Arbitrator” and its decision shall be final. If any bidder does not comply with this clause then Teletalk authority reserves the right to reject the concerned tender proposal.

13.Query and Reply relating to tender

Teletalk, at its own discretion or in reply to queries of the bidders, may issue amendments of the tender schedule. Any query relating to the tender shall have to be submitted to the “Managing Director, Teletalk Bangladesh Ltd.” minimum 1 (One) day before the opening the tender. Any issued amendment shall be informed in writing to all the bidders and acceptance of this amendment shall be binding upon them. Teletalk authority is not bound to reply any delayed query.

Page 1 of 5