KERALA TOURISM DEVELOPMENT CORPORATION LIMITED
No. KTDC/CM/TD/09 08-01-2010.
Note to the Managing Director
Sub: Hiring of Private Vehicles for operating Conducted Tour – TRC, Trivandrum – Reg;
The quotation notice for hiring of vehicles for daily conducted tours to the destinations inside and outside of Kerala along with technical bid, commercial bid and terms and conditions are submitted herewith for approval.
COMMERCIAL MANAGER.
KTDC/CM/TD/1009-01-2010
QUOTATION FOR HIRING OF VEHICLES
KTDC invites quotations in sealed covers from reputed contract carriage operators for hiring of Tempo Traveller 17 seater air-conditioned luxury coaches for operating daily conducted tours to destinations inside and outside Kerala. The bid shall consist of two parts – Technical Bid and price Bid. Both the bids are to be placed in two separate sealed envelopes (clearly super scribing ‘Technical Bid’ and ‘Price Bid’) which in turn are to be placed in one sealed cover. Quotation forms and detailed terms and conditions can be had from the office of the Commercial Manager, KTDC, Corporate Office, Mascot Square, Thiruvananthapuram-33 during office hours on payment of Rs.250/- + Tax from 01-02-2010. EMD will be Rs.5,000/-. The last date of receipt of bid is 3.30 p.m. on 15-02-2010 and the Technical Bid will be opened on the same day at 4.00 p.m. in the presence of one representative of each of the bidder who wishes to be present. The price Bids of those parties whose Technical Bids are found to be eligible only shall be opened while the disqualified bidder’s Price Bids shall be returned unopened. For more details visit
Sd/-
Managing Director
FORM –A – TECHNICAL BID
1Name of the bidder:
2.Registered Office; with
Address for Communication:
Telephone Number:
Fax Number:
Email ID:
3.Status of the bidder :
(Individual/Proprietary/
Partnership firm/Private
Company/Public Sector
Company)
4. Permanent Account No. (PAN):
5.Service Tax Registration No.:
6. Details of Local Office/
Garage in Kerala
Address:
Contact Person(s):
Telephone Number:
Fax Number:
7.a)Experience in the field:
b)List of similar agreement:
executed, with name and
address of the existing customer(s)
8.Service back-up field
…2… Form A (Technical Bid)
9. List of vehicles owned by the firm:
Sl No. / RegistrationNo.of the
Vehicle / Seating Capacity
(excluding driver) / Model / year
of
Manufacture / Fitness valid
up to
01
02
03
04
05
Office SealName & Signature of the
Date:Authorized Signatory
FORM – B – PRICE BID
Rate for plying Vehicles for and on behalf of Kerala Tourism Development Corporation Limited.
For 17 seater Tempo Traveller
1) Minimum Charges per months…………..……………………………
2) Distance permitted per month
within the minimum charges 3000 KMS
3) Charges for additional distance
Over the permitted minimum ………………………………….
distance (in Km)
4) Night halt charges / Night
engagement charges…………………………………………
5) No. of vehicles offered…………………………………….
Name & Signature of the
Authorized Signatory …………………………….
TERMS AND CONDITIONS OF THE CONTRACT
- DEFINITIONS
For the purposes of the Contract the following words and expressions shall have the meaning ascribed to them below:-
1.1“The Contractor” – means the successful quotationer who is awarded with the Service.
1.2“Contract period” – means the period specified in the agreement unless this Contract is terminated earlier in which case the period shall commence on the date specified in the agreement and end on the date of such termination.
1.3“Contract rate” – in consideration of the provision of the Service as per the rates agreed in the agreement that is executed for this purpose.
1.4“Legal Requirements” – means all requirements of the common law, statutes, statutory instruments, bye-laws, regulations, directives, which are relevant to the service and are in force at the State where the service is being provided.
1.5“KTDC” – is the abbreviated form for Kerala Tourism Development Corporation Limited.
1.6“Passenger” – Passengers are local / national / international tourists who are taken on conducted tours by KTDC or individuals / groups / organizations who hire the vehicle for their use.
1.7“Vehicle” – means a vehicle used in the performance of the Service which conforms to the requirements / specified at the time of agreement / contract execution.
1.8“Service” – means the usage of vehicles for the intended purpose of the contract.
2. ELIGIBILITY
1.1The bids prepared by the Contractor shall contain all requisite information along with supporting documents as required in the Technical Bid form. The contractor must fulfill the following conditions to be technically suitable and to get their Commercial bid considered for opening.
1.2The contractor must have minimum 2 years of experience in travel business as on date of application. A copy of contracts / orders and certificate of satisfactory performance of service from the user must be enclosed.
1.3Since the ensuing contract is for Kerala, parties operating in KeralaState and having local address in Kerala for the last 2 years as on the date of application need only respond to our enquiry. Proof of same to be enclosed. The contractor should have an office and representative at Trivandrum.
1.4The Contractor must be registered with the Corporation / Municipality / Government authority as a Contract carriage operator / car rental agency / luxury taxi operator.
1.5The contractor must have minimum 05 (five) light, medium or heavy passenger vehicle (any make) of commercial category, registered in the name of the contractor as on the date of application. Details of such vehicles to be filled up and enclosed along with the Photocopy of RC book, insurance and permit of such vehicles.
1.6Contractors should have PAN registration and valid Service Tax registration. The Contractor shall at his own cost, effect, as required as per the Act, necessary insurance in respect of the employees and other personnel or persons to be employed or engaged by the Contractor in connection with the rendering of the aforesaid services to KTDC and shall comply with the provisions of legal requirements like the Contractor (Regulation and Abolition) Act, The Employees Staff Insurance Act, Workmen’s Compensation Act, Payment of wages Act, the employees Provident Fund and Family Pension Fund Act 1952, the other rules, regulations, statues and / or other legal requirements that may be applicable to them now or that may be introduced by the Government, or Municipal Authorities subsequent to the date of this agreement.
3. REQUIREMENT OF VEHICLES
1.1KTDC reserves the right to choose the type, size, model, make and worthiness of vehicles from the Quotations.
1.2KTDC can also choose vehicles for daily hire or for lease arrangement or as a combination of both as per the conditions and rates quoted.
1.3The model of the vehicle should not be earlier than the year 2006.
4. PASSENGERS AND ROUTES
1.1Vehicles will be provided by the Contractor to convey Passengers on a route. No person other than the passengers, persons authorized by KTDC and such persons as are necessary for the conduct of the service are permitted to enter the vehicle during the performance of the service.
1.2The distance covered shall be calculated from KTDC Tourist Reception Centre – Thampanoor.
1.3The Contractor shall not make any variations to the Route without obtaining the written consent of KTDC, except in the case of emergency in which case details must be forwarded to KTDC in writing.
1.4Any variation in Route or pick-up sequence is at the discretion of KTDC only and is not otherwise (except in an emergency) to be varied.
1.5Flexibility is required in order to cope with the demands of adverse weather conditions or other unforeseen circumstances.
5. VEHICLES
5.1All vehicles use in the provisions of the Service must be fit for the purpose and must comply in all respects with all legislation appropriate to such vehicles.
5.2The Contractor shall, on the commencement date of the Contract and thereafter forthwith on demand, produce to KTDC or its authorized officers all relevant documents pertaining to the vehicles used in pursuance of the Contract. KTDC reserves the right to inspect the Vehicles and its documents at any time and at any location. The Contract is awarded subject to the inspection by KTDC of the vehicle or vehicle which are to be used in the provisions of the Service. If the Contractor, for operational reasons, maintains a fleet of vehicle which might be provided for the Service a representative sample from the type specified in the quotation Document will be inspected. KTDC also reserves the right to inspect all appropriate licenses, insurance, maintenance records any other relevant documents.
5.3Without prejudice to the generality of the provisions of this Clause the Contractor shall not any time use any vehicle in the provision of the Service if:
a)The vehicle does not conform to Legal requirements
b)KTDC has not approved the vehicle.
5.4All vehicle must be presented in a good clean condition, both internally (including flooring and seats) and externally. Contractors should note that KTDC reserves the right to inspect and verify the suitability of vehicle before awarding the contract.
5.5KTDC reserves the right to remove vehicles from the contract that do not meet this requirement as per clause.
5.6The Contractor shall produce to KTDC a written record of the registration numbers of all vehicles intended to be used in the provision of the Service and shall inform KTDC well in advance (7 days) in writing if any time it proposes to use vehicles other than those that have already been notified to KTDC.
5.7No advertising other than KTDC’s is allowed on vehicles.
5.8KTDC shall provide required head rest covers for the seats. Necessary provisions shall be made on the seats for fixing the rest covers.
5.9The vehicles shall have an inbuilt PA system with a cordless microphone.
5.10 Provisions shall be made on the vehicle to fix a detachable board (KTDC logo
etc.) which will be displayed only during tour operation by KTDC.
5.11If closed circuit television (“CCTV”) equipment is fitted to any vehicle used in the provision of the service, the contractor shall ensure that such equipment is operated under licence only.
5.12KTDC has the right to reject a vehicle that does not conform to the requirements of the contract. The Contractor must have complied with this Clause prior commencement of the Contract. KTDC reserves the right not to award the Contract, or terminate the Contract immediately, if the condition of a vehicle or documentation is not in the opinion of KTDC satisfactory.
5.13 The Contractor shall provide a replacement vehicle in the event that a vehicle being used in the provision of the Services breaks down becomes unusable for any reason whatsoever, or if it is rejected by KTDC. The replacement vehicles(s) must conform fully with the terms and conditions of the Contract. In the event of a breakdown or non-availability of the contracted vehicle an alternative vehicle of appropriate specification is to be provided.
5.14The Contractor should make own arrangements for the filling of fuel, lubrication and maintenance and also check and satisfy the conditions of the vehicles before each departure of Tours.
6. SAFETY
1.1It remains the Contractor’s responsibility to ensure that all Vehicles used in the provision of the Service comply with all legislation rules, regulations, statutory requirements and legal requirements including third party insurance existing from time to time in relation to the Vehicles. The Contractor should ply only vehicles having proper Registration Certificate, Fitness Certificate, Permit, Insurance, Tax and all other required documents under the Motor Vehicles Act.
The contractor shall furnish all technical and commercial clarifications if sought for, including producing the original documents viz. RC book, Contract Carriage Permit, Insurance Coverage Certificate within the date and time specified by the KTDC from time to time, failing which the contract is liable for rejection without further notice.
1.2The Contractor and its employees must make themselves aware of necessary contract telephone numbers. The Contractor shall notify KTDC immediately of any accident in which the Passengers being conveyed are involved, or of a road accident in which any Vehicle used in the Contract is involved, and shall, where required by KTDC, provide a written report within two working days of the accident and comply with all requests for information by KTDC within the same timescale.
1.3In the event of a Vehicle breakdown or accident in the course of a journey when passengers are being carried under the Contract, the driver shall seek appropriate breakdown assistance. The driver of such Vehicle shall under no circumstances leave the Vehicle. If breakdown assistance is not available at the scene of the breakdown and the driver is unable to obtain such assistance, the driver shall request for passing motorists or pedestrians to seek such assistance on his or her behalf. The driver shall advise Passengers to remain on the broken down Vehicle, or (as appropriate) at a place of safety, whilst awaiting breakdown assistance or (as appropriate) the arrival of a replacement Vehicle.
1.4In case of any accident, all the claims arising out of it shall be met by the contractor.
7. CONTRACTOR’S EMPLOYEES
7.1The Contractor’s employees used in the provision of the service shall hold a
driving licence(s) appropriate to the vehicle driven by such employee and shall
carry such licence(s) at all times when operating the vehicle. Such licence must
be produced by such employee for inspection forthwith on demand by an
authorized officer of KTDC.
7.2The Contractor shall hold all necessary licences certificates and authorization to legally carry on the business of conveying passengers.
7.3The Contractor shall ensure that only such persons who are competent and skilled drivers are employed.
7.4The Contractor shall supply to KTDC a written list of employees (setting out their names, addresses) that it intends to be engaged in the provision of the service from time to time. Such list shall be maintained and updated by the Contractor and an amended version thereof provided to KTDC prior to any new employee being engaged by the Contractor in the provision of the service.
7.5The Contractor shall ensure that no persons shall be employed in providing the service other than those persons who are bona fide employees of the Contractor.
7.6The crew (driver and cleaner) shall possess valid licenses required under Motor Vehicle Act and are to be in proper uniform. Apart from being technically competent, the crew should be polite, well behaved and service oriented. They should be always willing to oblige to the instant demand / directions imparted by the concerned officials of the Corporation and Guests.
7.7Any person employed by the Contractor in the provision of the service shall at all times be of clean and smart appearance and shall treat Passengers in a friendly courteous and dignified manner.
7.8The Contractor will issue photo identification cards that are displayed while on duty and provide mobile phones.
7.9KTDC shall not be liable to the Contractor in respect of any damage to or loss in respect of a Contractor’s vehicle.
7.10The Contractor and the Contractor’s staff shall regard as confidential and shall not disclose to any person other than a person authorized by KTDC any information acquired by the Contractor or the Contractor’s staff in or in connection with the provision of the service under the Contract concerning KTDC or its staff or its procedures.
7.11Contractors and their employees are expressly forbidden to discuss contract arrangements with Passengers.
7.12The Contractor will at KTDC’s request attend, or send a representative, to such meetings as are reasonably required by KTDC.
7.13The Contractor and his staff must exercise absolute direction and confidentiality with regard to Passengers and their individual requirements and circumstances.
8. PAYMENT
8.1The Contractor shall submit to KTDC a valid invoice / bill with required
statement at the end of each month during the continuance of the contract
which shall be payable by KTDC within 30 days of receipt of such invoice.
8.2The Contract rate shall be firm till the completion of the contract and no revision / escalation shall be applicable during the tenure of the contract except in the case of hike or decline in fuel prices, proportional increments will be given considering the fuel cost as 20 % of rates charged.
Eg: If the rate fixed is Rs.100/- and the fuel price has increase from Rs.8/- to
Rs.9/- (The price applicable at Trivandrum / Kochi for ordinary diesel shall to
be taken for computation)
The incremental charges will be Rs.100 x 20/100 x (9-8)/8 = Rs.2.5
The new rate will be Rs.102.50
8.3For conducted tours, outside the State, statutory payments (entry tax, special permit etc.) made will be reimbursed only on production of official receipt.
8.4Any notice required to be served under the terms of his Contract shall be in writing and served by sending it to the following address.
The Managing Director
Kerala Tourism Development Corporation Limited
Corporate Office
Mascot Office
Thiruvananthapuram – 695033
And in the case of the Contractor, to its address set out in the Form of Quotation.
9. PERFORMANCE MANAGEMENT
KTDC is moving towards improving performance management on its contracts.
To further this aim it may demand from the Contractor the provision of any
related statistics or any other matters relating to the provision of Passenger
transport. All forms of relevant records may be requested and must be provided
by the Contractor.
10. LEGAL
1.1The Contractor shall keep KTDC indemnified from all acts omission, default, breaches and / or any claim demands, loss, injury and expenses to which KTDC may be put to or involved as a result of the Contractor’s failure to fulfill any of the obligations here under and / or under statutes and / or any bye-laws or rules framed hereunder or any of them.
KTDC shall be entitled to recover any such losses or expenses ESI & PF registrations are optional at the time of application of the Quotation. However the contractor shall provide an undertaking that ESI & PF Registrations shall be obtained within 90 days of receipt of intimation from KTDC. In case the above are not provided within a time limit of 90 days as and when become applicable, the Contract shall be withdrawn by KTDC without any liability on it.
1.2The Contractor must also give an undertaking that the services will be provided as per KTDC requirements and as per the scope of the Quotation.