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Government of India
Ministry of Communications & Information Technology
Department of Telecommunications
O/o the Controller of Communication Accounts
HP Circle, Block No.18-A, SDA Complex, Kasumpti, Shimla-171009
e-mail ID: Ph. 0177-2622318/Fax: 2627414
***
BID DOCUMENT
TENDER DOCUMENT FOR HIRING OF TAXI
REQUIRED FOR USE ON
OFFICE OF CONTROLLER OF COMMUNICATION ACCOUNTS
HIMACHAL PRADESH TELECOM CIRCLE,
KASUMPTI, SHIMLA-171009
Tender No: HPT/DOT/8-10/Vehicle Tender/2015 Dated: 08/12/2015
(Visit us at http://ccahp.nic.in)
Non-transferable
Price of Bid Document: Rs. 500.00
(Rs. Five hundred only)
Signature & Stamp of the Bidder Controller of Communication Accounts
HP Telecom Circle, Kasumpti,
Shimla-171009.
CONTENTS OF TENDER DOCUMENT
Sr. No / Description of Contents / Page No1 / Section I – Notice Inviting Tender / 3
2 / Section II – BID Form / 4
3 / Section III – TECHNICAL BID / 5
4 / Section IV – General Terms & Condition- Commercial / 6-11
5 / Section V – Instructions to Bidder / 12-16
6 / Section VI – FINANCIAL BID / 17
7 / Section VII – Evaluation Formula / 18
8 / Section VIII – AGREEMENT / 19-21
9 / Section IX – Performance Security Guarantee Bond / 22-23
10 / Section X – CERTIFICATE / 24
11 / Section XI – Letter of Authorization for attending BID opening / 25
12 / Section XII – Tender Compliance Sheet / 26
Controller of Communication Accounts
HP Telecom Circle, Kasumpti,
Shimla-171009.
Government of India
Ministry of Communications & Information Technology
Department of Telecommunications
O/o the Controller of Communication Accounts
HP Circle, Block No.18-A, SDA Complex, Kasumpti, Shimla-171009
SECTION I
NOTICE INVITING TENDER
Tender No. HPT/DOT/8-10/ Vehicle Tender/2015/ Dated at Shimla 08/12/2015
Sealed Tenders, on behalf of the President of India, under Two bid system i.e. Technical Bid and Financial Bid are hereby invited by the Controller of Communication Accounts, HP Telecom Circle, Kasumpti, Shimla-171009, from reputed, experienced and financially sound Registered Companies/Firms/Agencies/individual having the vehicles as per the following description/detail on hired basis for a period of one year from the date of contract:-
Description of Service / Type of Vehicle / Quantity / Age of Vehicles / Earnest Money Deposit (EMD) / Estimated Value of the TenderHiring of Commercial light Vehicles on monthly basis / 1. Scorpio/Innova/
Tavera/Bolero
2. Swift Dzire/
Chevrolet Sail/
Tata Indigo
(Diesel Engine) / One
One / Not Older than 2013
--do--- / Rs. 18000/-
(Rs. Eighteen thousand only) / Rs. 8,00,000/-
(Rs. Eight lacs only)
Tender document may be obtained from the Sr. Accounts officer (Admin) O/o CCA, HP Telecom Shimla-171009 on any working day from 10/12/2015 onwards from 10:00 hours to 17:00 hours, against the non-refundable payment of Rs. 500/- (Rs. Five hundred only) to be made in the form of a demand draft (DD) payable to “Sr. Accounts Officer (Admin) O/o CCA, DOT, Shimla”payable at Shimla HP.
Schedule to the invitation of Tender:-
Time & last date of issue of tender document: / Up to 14:30 hours on 24 /12/2015Time & last date of submission of bid document: / Up to 14:00 hours on 29/12/2015
Time & Date of Opening of submitted bids: / 14:30 hours on 29/12/2015
Place of opening of tender : / O/o The Controller of Communication Accounts HP Telecom Circle, Block No. 18 A, SDA Complex Kasumpti, Shimla 171009
Minimum validity of tender offer: / 90 days from the date of opening of tenders
Any bid submitted after stipulated date & time shall not be considered.
Controller of Communication Accounts
HP Telecom Circle, Kasumpti,
Shimla-171009.
SECTION II
BID FORM
To
The Controller of Communication Accounts
HP Telecom Circle,
Kasumpti, Shimla-171009.
Ref: Tender No: HPT/DOT/8-10/Vehicle Tender/2015 Dated: 08/12/2015
Sir,
1. Having read the terms and conditions of the above mentioned tender and services to be provided, including addenda Nos………………………………………….…………… the receipt of which is hereby duly acknowledged, we, undersigned, offer to provide light commercial vehicles in conformity with the conditions of contract and specifications for the sum shown in the schedule of prices attached herewith and made part of the Bid.
2. We undertake, to enter into agreement within one week of being called upon to do so and bear all expenses including charges for stamps etc. and agreement will be binding on us.
3. If our Bid is accepted, we will obtain the bank guarantees from a schedule bank for a sum as mentioned in this tender document for due performance of the Contract.
4. We agree to abide by this Bid for a period of 90 days from the date fixed for opening of financial bid and it shall remain binding upon us and may be accepted at any time before the expiry of that period.
5. Until an agreement is signed and executed, this bid together with your written acceptance thereof, in your notification of award shall constitute a binding contract between us.
6. Bid submitted by us are properly sealed and prepared so as to prevent any subsequent alteration and/or replacement.
7. We understand that you are not bound to accept the lowest or any Bid, you may receive.
Dated: this …………………….. day of ……………………………… 2015
Signature of ______
In capacity of ______
Duly authorized to sign the bid for and on behalf of………………...
Signature______
SECTION III
TECHINICAL BID
GENERAL
1. Name of Tendering Company/Firm/Agency: ______(Attach attested copy of certificate of registration).
2. Nature of the concern: ______(i.e. Sole proprietor or partnership firm or a company under Company Act-1956).
3. Full Address of Registered Office of the Company/Firm/Agency: ______.
(a) Telephone /Mobile No: ______.
(b) Fax No: ______.
(c) E-mail Address: ______.
4. PAN No. of the Company/Firm/Agency: ______(attach attested copy).
5. Photocopy of income tax returns for latest year: ______(Attach attested copy).
6. Details of Earnest Money Deposit: Rs.______DD No………………………Date…………………. Drawn on Bank______(attached the original receipt from O/o CCA, DOT, HP Telecom Circle, Shimla-171009 against the deposit of above mentioned DD at Sr. Accounts Officer (Cash), O/o CCA, DOT, HP telecom Circle, Shimla- 171009.
7. Whether each page of tender and its annexure have been signed and stamped: ______(Yes/No).
8. Bidder’s bank, its address and his current Account No: ______.
9. Infrastructure capabilities: (a) particulars of vehicles available with the Bidder. (Please attach the attested copies of the proof of the ownership, documents of the vehicles and proof of registration of the vehicles as commercial vehicle).
Type of Vehicle Registration Number
I/we hereby declare that the information furnished above, is true and correct.
Signature of Bidder/Authorized Signatory with seal of the firm______
Name of the bidder______
Place: ______Date: ______
SECTION – IV
GENERAL TERMS & CONDITIONS (Commercial)
1. Parties: The parties to the Contract are the Contractor (the Tenderer to whom the work is awarded) and the Government of India through the Controller of Communication Accounts, H.P. Telecom Circle, Kusumpti, Shimla-171009
2. Addresses: For all purposes of the contract including arbitration there under, the address of the Contractor mentioned in the tender shall be final unless the Contractor notifies a change of address by a separate letter sent by registered post with acknowledgement due to the CCA, H.P. Telecom Circle, Shimla, HP. The contractor shall be solely responsible for the consequences of any omission or error to notify change of address in the aforesaid manner.
3. Earnest Money Deposit (EMD):
a. Earnest Money of Rs 18000/- (Rs eighteen thousand) only must be deposited by bidder in the form of Demand Draft drawn in favour of “Sr. Account Officer O/o CCA, DOT Shimla” payable at Shimla, H.P. The Demand draft should be deposited with the “Sr. Account Officer (Admin), O/O CCA, Shimla, HP, and the receipt thereof must be submitted along with the bid.
b. EMD of the unsuccessful bidder shall be returned within 3 weeks of expiry of bid validity as per clause 4 of Section –IV.
c. No request for transfer of any previous deposit of Earnest Money or Security Deposit or payment of any pending bill held by the Department in respect of any previous work will be entertained.
d. Tenderer shall not be permitted to withdraw his offer or modify the terms and conditions thereof. In case, the Tenderer fails to observe and comply with the stipulations made herein or backs out after quoting the rates, the aforesaid amount of Earnest Money will be forfeited to the Government.
e. The tenders without Earnest Money Deposit will be summarily rejected.
f. No claim shall lie against the Government/ Department in respect of erosion in the value or interest on the amount of earnest money deposit or security deposit.
4 Period of validity of Bid: Bid shall be valid for 90 days after the date of opening of bids.
5 Preparation and submission of Tender:
The tender should be submitted in two parts namely Technical Bid, duly filled in Section III and signature /Stamp of the Bidder in each page of Tender document along with the Demand Draft for Earnest Money and a separate Demand Draft of Rs. 500/-, the cost of tender document, if downloaded. The financial Bid (Rate Schedule in form given in section-VI) should be kept in a separate sealed cover. Both the bids sealed in separate covers should be kept further in another sealed envelope of size 30x22 cms, addressed to the CCA, H.P. Telecom Circle, Shimla-171009. The outer envelope containing sealed cover should bear the Tenderer’s, Name & Complete address with mobile number, Tender no. date, subject of tender, time and date opening of the Tender. The inner envelopes should be super-scribed with Tender Number, subject of Tender, whether the envelope is containing “Technical Bid” or Financial Bid” and date of opening of tender.
6. Signing of Tender: Individual signing the tender or other documents connected with contract must specify whether he signs as:
a. A “sole proprietor” of the concern or constituted attorney of such sole proprietor.
b. A partner of the firm, if it be a partnership firm, in which case he must have authority to execute contracts on behalf of the firm and to refer to arbitration disputes concerning.
c. The business of the partnership either by virtue of the partnership agreement or by a power of attorney duly executed by the partners of the firm.
d. Director or a principal officer duly authorized by the Board of Directors of the Company, if it is a Company.
Note:
(1) In case of partnership firms, a copy of the partnership agreement, or general power of attorney duly attested by a Notary Public, should be furnished on stamped paper duly sworn or affirmed by all the partners admitting execution of the partnership agreement or the general power of attorney. The attested copy of the certificate of registration of firm should also be enclosed along with the tender.
(2) In case of partnership firms, where no authority to refer disputes concerning the business of partnership firm has been conferred on any party, the tender and all other related documents must be signed by all partners of the firm.
(3) A person signing the tender form or any documents forming part of the tender on behalf of another person should have an authority to bid on behalf of such other person and if, on enquiry it appears that the persons so signing had no authority to do so, the CCA, HP, Shimla may, without prejudice cancel the contract and hold the signatory liable for all costs, consequences and damages under the civil and criminal remedies available.
(4) The Tenderer should sign and affix his firm’s stamp at each page of the tender and all its Annexure as the acceptance of the offer made by the tenderer will be deemed as a contract and no separate formal contract will be drawn. NO PAGE SHOULD BE REMOVED/DETACHED FROM THIS NOTICE INVITING TENDER.
7. Technical Bid:-
a) The Technical bid should be submitted in form as given in Section-III along with the Demand Draft of Earnest Money of Rs. 18,000/- & a separate Demand Draft of Rs. 500/- cost of tender documents, if downloaded.
b) All documents asked at clause 7 of Section-V must be submitted as part of Technical bid, except rate schedule (Section-VI).
8. Financial Bid:
a) The Commercial Bid should be submitted in form given in Section-VI in a separate sealed cover kept inside the main cover, The Financial Bids of the tenderers short-listed after evaluation of technical bids only will be opened on a specified date and time to be intimated to the respective Tenderer. A duly constituted Tender Evaluation Committee (TEC) will evaluate the Financial Bids.
b) The rate should be quoted in words & figures along with its break up showing various items of charges as per the financial bid at Section-VI. Bids containing misleading entries will be summarily rejected. The rates quoted shall be firm and final.
c) Terms of payment as stated in the Tender Document shall be final.
d) At the time of payment of bills, the income tax and other taxes due, if any, shall be deducted at source as per Government rules and guidelines prevailing at the time of payment.
9. Opening of Tender:-The tenderer is at liberty either to be present himself or authorize not more than one representative to be present at the time of opening of the tenders. The representative attending the opening of the tender on behalf of the tenderer should bring with him/her a letter of authority from the tenderer as per the format at Section –XI and proof of his identification. The bid shall be opened in the O/O C CA, H.P. Telecom Circle, Shimla-171009.
10. Criteria for evaluation of Tenders: The evaluation of the tenders will be made first on the basis of technical information furnished in form given in Section-III and then on the basis of commercial information furnished in form given in Section-VI. The financial bid (Section-VI) of such firms found valid based on technical parameters (as per Section-III) will be opened on the date, time and venue to be announced after opening of the Technical Bid. It must be kept in view that no decision will be given by the Tender Evaluation Committee or any inference drawn during the meeting of this Committee by the tenderers or their representatives will be their own view and the Department will not be responsible and abide by the same. The reasons for selection or rejection of a particular tender will not be disclosed. The award of work will be further subject to the terms & conditions of this tender.