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'I' w ~ w W Govt. of India· Ministry of Finance· Department of Revenue W W INCOME TAX DEPARTMENT W

Office of the Pr.Commissioner of Income-tax, Durgapur W "Aayakar Bhawan", Aayakar Bithi, City Centre, Durgapur-713216 W W Tele·FAX - [0343] 2549573 W

W F. No.CIT/DgplTender/Vehicle/2016-171 W W Dated, Durgapur, the 29 September, 2016 W

W TENDER NOTICE W W The Income Tax Department, Durgapur invites application from experienced suppliers of W W commercial vehicles for entering into rate contract for hiring the services of 1 (one) mid sized W W vehicle e_g. Mahindra Xylo/Scorpio and the like (latest BS stage) for operational use under the W

charge of the Pro Commissioner of Income-tax, Durgapur.

W W WI Tender shall be in two parts - one, technical bid - containing technical details of the Car. It W ~ i ~ shall also list out previous experience of the supplier in similar contract; two, financial bid - this i I ~ Il!l shall contain the value of the tender on monthly hire basis. !!I:l

W W ~ n The quotations must reach the office of the undersigned in a closed cover complete in all I II ~ respects before 03:00 pm of the 20th October, 2016. The terms and condition and form of !!l W financial bid and technical bid are enclosed herewith. The quotations will be opened on the in In same day at 4:00 PM. Participants may present at the time of opening of the bidding either in UJ W person or through their authorized representatives. W W The bids shall be accompanied by earnest money of Rs . 50001- in form of Ale. payee W ~ ~ ~ cheque/Demand Draft drawn on sBI, City Centre Branch, Durgapur in favour of ZAO, CBDT, i ~ ~

~ Durgapur. !!l

W W W This Department reserves the right to cancel/modify the terms of this notice at any time ~iI

without assigning any reason whatsoever. Il!l

W ~~ W W [Purushottam Vakshi] W W income Tax Officer, Hqrs. a TPS, Durgapur W

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Govt. of India. Ministry of Finance· Department of Revenue

INCOME TAX DEPARTMENT Office of the Pr: Commissioner of Income-tax, Durgapur

"Aayakar Bhawan", Aayakar Bithi, City Centre, Durgapur-713216 Tete-FAX - [034312549573

GENERAL TERMS 8: CONDITIONS FOR SUPPLY OF STAFF CAR

1. The Hiring will be for a period of 24 months for 01 (one) number of mid sized vehicle with AC, namely, e.g. Mahindra Xylo/Scorpio and the like (latest Bharat Stage) from the date of commencement of contract. The vehicle offered to be used as operational vehicle under the charge of Pro Commissioner of Income Tax, Durgapur. The vehicle should not be more than two years old. Preference will be given to brand new and latest model vehicle. The colour should be preferably white.

2. The vehicle shall be at the disposal of the concerned user throughout the period of agreement, for all the days of the month, 7 days a week and 24 hours a day, during which period the vehicle would not be let out or used by any other person except the authorized user of the Income Tax Department.

3. Dedicated vehicle and driver having valid driving license and sufficient experience, exposure and familiarity with the city roads must be provided . Dedicated vehicle and driver are not to be changed without prior approval of the used/hiring authority. Change of driver will be allowed only in exceptional circumstances.

4. The driver must be adequately literate and well behaved. He must follow Traffic Rules and Regulations prescribed by the Government from time to time. The driver wi ll observe all the etiquette and protocol while on duty. He will be neatly dressed, preferably in white uniform and carry a mobile phone in working condition (24 hrs), for which no separate payment shall be made by the Department.

5. The Tenderer should keep the following documents to justify their capacity to execute the contract: Certificate of Registration of Vehicle, Insurance of Vehicle, Road Tax Certificate, Emission Test Certificate etc. in original.

6. The vehicle is to be maintained in excellent condition and regular cleaning must be ensured.

7. The maximum monthly hire charge for operational vehicle is Rs.35,000 (Thirty Five Thousand) per month. TDS will be deducted as per LT. Act, 1961 while making payment to the service provider.

8. The hire charge will include monthly salary of driver, repairs and maintenance of vehicle, Insurance, petrol/diesel, oil and all other incidental expenses including taxes, penalty, fine, parking fees etc.

9. The vehicle should have commercial Registration number (Yellow number plate) duly registered with the Public Vehicle Department, Govt. of West Bengal.

10. All legal obligations in respect of the vehicle i.e Road Tax, RTO permission etc and the driver (minimum wa e, social securit etc.) will be the responsibility of the contractor.

~ €'oem 0 eakdown of vehide or absence of driver, arrangement for substitute vehide driver will have to be made by the cont ractor immediately. In case, the contractor is not able to provide any substitute, it will be open for the office to deduct proportionate amount on daily basis from the bills.

12. The tenderer must ensure that vehicle have adequate fuel to cover the entire trip.

13. The fixed cost shall remain unchanged during the entire period of the contract.

14. The fixed cost (monthly hire charge) includes running upto 2500 (Two thousand five hundred) Kms and all other charges like fuel, driver's salary, Travelling Allowance, Night Duty Allowance, Vehicle maintenance charges, insurance charge and all kinds of taxes and service charge as applicable and other miscellaneous/incidental expenses. Rs.10 (ten) per Km would be payable for the vehicle taken on hire for extra mileage beyond 2500 Kms. In no case total rent (including TDS or any other charge) payable will exceed Rs.40,000 / in a calendar month.

15. The unused Kms of a month will be carried forward to the subsequent months till the contract ends. The unused kilometers would mean the difference between agreed kilometers i.e. 2500 Kms run in a month and actual kilometers run by a vehicle. The time and distance will be calculated from the time and place for reporting to the time and place release.

16. The Tenderer is liable for payment of all claims / expenses in case of any accident. He wil l also indemnify the office of the concerned officer against any loss/damage/of property or life attributable to negligence on the part of the Driver or poor maintenance of the vehicle.

17. Payment shall be made by the income Tax office, Durgapur after the end of every month on presentation of the bill within a reasonable time. However, no interest is payable on delayed payment.

18. The Tenderer will not utilize the vehicle for any purpose whatsoever even if the vehicle is not being used by the Departmental Officers. The vehicle is to be parked in the premises of Aayakar Bhawan at Aayakar Bithi, City Centre, Durgapur.

19. A daily record indicating time and mileage for each vehicle is to be maintained in a Log Book and entries therein must be certified by the user.

20. The successful bidder shall enter into a contract with the department and shall supply Vehicle within 3 (three) days of awarding of the contract.

21. The contract can be terminated at any time after giving 15 days notice without assigning any reason by the department and two months notice by the contractor.

22. Payment of minimum charges agreed upon shall be made every month, provided that if the contract does not commence/end in the beginning / end of a month, payment of minimum charges will be made on proportionate basis.

23. The applicant contractor should submit two sealed envelope separately marked as "TECHNICLE BID AND FINANCIAL BID FOR VEHICLE"

(i) The Earnest Money Deposit in the form of Demand Draft/Banker's Cheque in favour of Zonal Accounts Officer, CBDT payable at Durgapur has to be given of an amount of Rs .5000/ -(five thousand) only, which will be refunded to the unsuccessful bidder within a reasonable time.

(ii) The Technical Bid should be as per table below:

a Name and address with telephone number of the tenderer is. the applicant contractor

b Permanent Account Number

c Evidence of ownership of the vehicle

d Year of experience in running vehicle on hire basis

e Registration No.ldocuments related to registration / ownership of vehicle being offered for hiring (please enclose copies of all documents)

f Annual turnover during last three years , The Demand Draft/Banker's Cheque in respect of Earnest Money Deposit should be submitted with Technical Bid.

(iii) Financial Bid· The tender documents itself is a 'Financial Bid ' . Initially only the Technical Bid will be opened. The Financial Bid will be opened only if the applicant cont ractor fulfills the stipulated conditions for technical bid.

24. The bid once submitted shall not be allowed to be withdrawn and the default after acceptance of the bid shall be deemed to be non-compliance of terms of contract and would render security deposit liable to forfeiture and penalty as the case may be.

25. The tenders will be opened by the HTender Committee" constituted by Hon'ble Pro Commissioner of Income Tax, Durgapur on 20th October, 2016 at 4:00 P.M. in the chamber of the JCIT, Range-2, 3,d Floor, Aayakar Bhawan Annexe, Aayakar Bithi, City Centre, Durgapur-713216 in front of Tenderers or their duly authorized representatives. The successful bidder shall provide details of vehicle within 03 days of bid opening date and also physically produce the vehicle for inspection within a reasonable period mutually agree upon and present himself Iherself for signing agreement as and when called for.

26. The vehicle should report for duty on the date of commencement of the contract .

27. In case of non-compliance of the above terms and conditions of contract, a penalty may be levied which is as under:

51. Nature of default Amount of Penalty 1 Late Reporting 50% of proportional contract charge

per day 2 Non Reporting 100% of proportional contract charge

per day 3 Poor maintenance of vehicle Rs .2000/- per month 4 Refusal of duties 100% of proportional charger per day 5 Non-observation of dress code RS.100 / - for first instance and

RS.200/- for subsequent instances. 6 Change of drivers without permission RS .1000 / - per instance. 7 Vehicle kept unclean 50% of proportional contract charges

per day. 8 Refusal l delay in filling the fuel tank RS.1000 / - per instance.

The penalty shall be levied on the basis of the certificate signed by the Controlling Officer.

28. The Income Tax Department reserves the right to accept of reject any part of the tender or whole tender, without assigning any reason.

29. Interested suppliers are requested to submit the tender to the offi ce of the Principal Commissioner of Income Tax, Durgapur on any working day between 11 :00 AM to 5:00 PM. The last of submission of tender is 20th October, 2016 by 3:00 PM.

Note: Quotation should be sent in sealed covers superscribed as "QUOTATION FOR HIRING OF MID SIZED VEHICLE" and should reach this office on or before 20/10/2016 by 3:00 P~,~

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(FINANCIAL BID)

HIRING OF MID SIZED VEHICLE UNDER THE CHARGE OF PRo COMMISSIONER OF INCOME TAX, DURGAPUR

RATE OUOTATION

, 1. Name, Address and Mobile No of the tenderer

2. Permanent Account No (PAN)

3. Name and address of the Proprietor/Partners /: Directors and their PAN

4. Rate Chart per vehicle (Exclusive of Service Tax)

Sl. No. Description

I Name of vehicle and model II For 2500 Kilometers (PER MONTH) III For every extra Kilometer (beyond 2500

Kilometers Per Month mentioned in above columnA:'ii)

.5. Bank a/ c no. , Bank & Bank branch, MICR Code, IFSC code:

6. Have you submitted a cancelled bank cheque:

7. Particulars of DD/Banker's cheque enclosed as earnest money (No., issuing bank, amount, date of issue):

Rates (~) (both in number and words)

Full Name and Signature of the Authorized Signatory with stamp

HIRING OF MID SIZED VEHICLE UNDER THE CHARGE OF PRo COMMISSIONER OF INCOME TAX, DURGAPUR

Other information to be supplied for Technical Bid:

The interested parties are requested to provide the following information document along with the quotations:

1. Name and address of the person/contractor

2. Nature of business

3. Income Tax Assessment particulars, Ward & PAN

4. Details of each category of vehicles like year of make, model, version,

registration no., emission standard etc along with proof of ovvnership and

insurance (enclose copies of all the documents/certificates).

Cate 0 e of vehicle Operational vehicle Mid sized vehicle Mahindra Xylo/scorpio and like

5. If the vehicle not owned is to be pressed in service, contract with the owner

placing the vehicles at the disposal of the bidder may be furnished;

6. Turnover during the last 3 (three) years

7. Details of hiring of vehicles done in the past :

7.1. Names and addresse of the parties to whom vehicles were given on

hire

7.2. Period for which the vehicles were hired out

7.3. Number of vehicles given on hire.

Full Name and Signature of the Authorized Signatory with stamp