tender for vehicle hiring for vibrant gujarat global ... · pdf filetender for vehicle hiring...
TRANSCRIPT
Tender for Vehicle Hiring for Vibrant
Gujarat Global Summit 2017
(04/VG2017)
Important Dates
Downloading of the documents 02.09.2016 to 22.09.2016 upto 16:00 hrs
Pre – Bid meeting Date & Time 13.09.2016 on 12:00 hrs
Last date of submission of the bid
22.09.2016 up to 16:00 hrs
INDUSTRIAL EXTENSION BUREAU
Block no. 18/2, Udhyog Bhavan, GH – 4, Sector – 11, Gandhinagar- 382010
Phone: +91- 79- 23250492/93 Fax: 23250490 Email ID: [email protected]
Website: www.indextb.com, www.vibrantgujarat.com
Tender for Vehicle Hiring for VGGS 2017
Industrial Extension Bureau (iNDEXTb) Page 2 of 30
Table of Content
BACKGROUND AND OBJECTIVE ............................................................................. 3
NOTICE INVITING PROPOSAL AND NECESSARY INSTRUCTION .................. 4
SCOPE OF WORK ........................................................................................................... 6
QUALIFICATION CRITERIA ......................................................................................... 7
PROPOSAL SUBMISSION ............................................................................................. 8
INSTRUCTION TO BIDDING AGENCIES ............................................................... 10
OPENING OF PROPOSAL ........................................................................................... 11
PROPOSAL EVALUATION ........................................................................................... 12
OTHER TERMS & CONDITIONS .............................................................................. 15
FORMAT AND SIGNING OF PROPOSAL ............................................................ 18
Tender for Vehicle Hiring for VGGS 2017
Industrial Extension Bureau (iNDEXTb) Page 3 of 30
BACKGROUND AND OBJECTIVE
1.1 Vibrant Gujarat Summit is biennially organized since the year 2003 and
accordingly Summits were organized in the years 2003, 2005, 2007, 2009, 2011, 2013 and 2015. Over the years, the Summit has emerged as one of
the flagship events of India and a major platform to discuss investments and development. Vibrant Gujarat Global Summit 2017 is to be held during 10th to 13th January 2017 in Gandhinagar, Gujarat.
1.2 Industrial Extension Bureau (iNDEXTb) is a Government of Gujarat Organization, registered under the Societies Act 1860. The organization is
under the Industries and Mines Department (IMD) of the Government of Gujarat (GoG).
1.3 iNDEXTb makes various efforts for promoting investment in infrastructure
and industrial sector in the State of Gujarat and attracts various investors. In efforts to promote investment and the State as ideal investment destination, it has been acting as the nodal agency for organizing Vibrant
Gujarat Global Summits, since 2003.
1.4 Giving to the success of last summits, Vibrant Gujarat Global Summit
2017, is expected to witness participation of high level delegations, delegates not only from within the country but also from across the globe.
1.5 In order to provide and ensure proper hospitality to the visiting dignitaries,
iNDEXTb intends to appoint an agency to provide vehicles of different categories at a disposal of iNDEXTb during Vibrant Gujarat Global Summit
2017 through online tender process.
Tender for Vehicle Hiring for VGGS 2017
Industrial Extension Bureau (iNDEXTb) Page 4 of 30
NOTICE INVITING PROPOSAL AND NECESSARY
INSTRUCTION
2.1 Sealed Expression of Interest Documents under two separate envelopes are invited from bona fide, experienced & reputed agencies of financial
standing, meeting the pre-qualifying requirement, for the scope of work.
NAME OF WORK Tender for Vehicle Hiring for Vibrant Gujarat
Global Summit 2017
DOCUMENT NO. (04/VG2017)
TENDER SUBMISSION COST
Rs. 10,000/- (Rs. Ten thousand only) BY DEMAND DRAFT in favour of Industrial Extension Bureau, Gandhinagar
EMD Rs. 2,50,000=00 ( Rs. Two Lakh Fifty Thousand only ) BY DEMAND DRAFT in
favour of Industrial Extension Bureau, Gandhinagar and it will be realised after
Vibrant Gujarat 2017 Summit
CONTRACT PERIOD
The rate provided by the selected agency will be valid from the date of appointment to 30th
June 2017
ISSUE OF TENDER
The tender can be downloaded from
02.09.2016 to 22.09.2016 website www.indextb.com and www.nprocure.com
PRE-BID MEETING At 12:00 Noon on 13.09.2016 for clarifications of queries if any at the below mentioned address:
Industrial Extension Bureau (iNDEXTb)
Block No 18, 2nd Floor, Udyog Bhavan, Sector 11,Gandhinagar 382010
Phone : 079-23250492/93
PROPOSAL DUE DATE
(LAST OF DATE OF TENDER SUBMISSION)
Tender should be submitted before the At 4:00 PM on 22.09.2016 at the below
mentioned address
Managing Director,
Industrial Extension Bureau (iNDEXTb)
Tender for Vehicle Hiring for VGGS 2017
Industrial Extension Bureau (iNDEXTb) Page 5 of 30
Block No 18, 2nd Floor, Udyog Bhavan
Sector 11, Gandhinagar 382010
OPENING OF TENDER Part-1: Pre-qualification papers will be
opened on the same day – 22.09.2016 at
4:30 pm in the presence of bidders.
Pre-qualified bidders would subsequently
be informed about making a presentation
on their technical proposal for services to
the committee. The date, time and venue
would be informed later on to the pre-
qualified bidders.
Part- 2 : Price Bid shall be opened of the technically acceptable bidders at a later date or on the date of technical presentation.
CONTACT PERSONS
(FOR ANY CLARIFICATIONS)
Managing Director, iNDEXTb
Email : [email protected]
Contact numbers :
Tel: + 91- 79-23250492/93
Fax : + 91- 79-23250490
Tender for Vehicle Hiring for VGGS 2017
Industrial Extension Bureau (iNDEXTb) Page 6 of 30
SCOPE OF WORK
3.1 Agency will have to professionally manage fleets of coaches (buses – large
and medium) and pool of cars for smooth transportation of guests from airport to venue, from airport to hotel, from venue to hotel and/or any
individual requirements during the summit.
3.2 Agency to ensure that the vehicles are in good condition and they have all the required permissions and papers as required under the govt. regulations
such as registration, PUC, insurance.
3.3 Agency is required to arrange and reserve some of vehicles for iNDEXTb and
will make allocation as per the instruction given by iNDEXTb.
3.4 Agency to ensure the number of vehicles of different category reserved for iNDEXTb well in advance and for the purpose, agency may tie – up with its
associate for procuring vehicles However, agency is required to submit the contract copies of letter of supports from the associate members to iNDEXTb along with the submission of bid document.
3.5 Agency is required to provide the detail of vehicles, driver details etc reserved for iNDEXTb latest by 1st November, 2016.
3.6 The vehicles reserved for iNDEXTb shall be placed at a designated location and will be allocated as per the instruction of iNDEXTb
3.7 Vehicle reserved for iNDEXTb shall be released as per the instruction of
iNDEXTb or official authorized by iNDEXTb or respective authority working for VGGS 2017.
3.8 Agency is required to submit duty slip of the vehicles reserved for iNDEXTb duly signed by the liaison officials appointed by Government / iNDEXTb / any other authorized organization or dignitaries or authorized person. The
payment of the vehicles will be made only on the basis of submission of original duty slip signed by concerned authority and on the basis of the actual usage of vehicle. A sample proforma of duty slip is provided in this
document.
3.9 Agency is also required to manage the fleet arranged by iNDEXTb from any
other sources on complimentary basis.
3.10 Agency should engage dedicated team to handle transport management
Tender for Vehicle Hiring for VGGS 2017
Industrial Extension Bureau (iNDEXTb) Page 7 of 30
QUALIFICATION CRITERIA
4.1 Agency should be registered firm
4.2 Agency should have minimum 5 years of experience as on 31.03.2016.
4.3 Agency should have average annual audited turnover of atleast Rs. 1 crore
from transportation activities only (which means income generated from vehicle supplied) in last 3 financial years upto 31.03.2016 (2013-14, 2014-15 and 2015-16)
4.4 Agency must own atleast 30 commercially registered vehicles (such as indigo, innova, Honda City etc. and heavy vehicle such as Tempo Traveller,
19 Seater coach, Volvo 49 seater etc.) of different makes in the name of owner. Vehicles owned by members of the company owners family / relatives who are not directly involved in the agency, will not be considered.
All the vehicles should not be older than 3 years.
4.5 Agency should have supplied vehicles (light and heavy vehicle) of different makes to atleast one events wherein they have supplied atleast 150
vehicles, organised by the government and / or quasi government agencies / financial / multilateral agencies in the last 5 years.
4.6 The agency should be a registered member of any two associations like IATO/ TAAI/ ADTOI/ TAFI/ Ministry of Tourism, Govt of India. Proof to be submitted.
4.7 Agency should be an Income Tax Assessee and should have filed Income Tax return for the last 3 Assessment Years.
4.8 The agency should have PAN No (In case of Partnership / Pvt. Ltd. firm PAN No. of firm is required & in case of Proprietorship firm PAN No. of proprietor is to be enclosed).
4.9 The agency should have obtained registration certificate for service tax in bidder’s/firm name.
4.10 Agencies should have office/s in Ahmedabad / Gandhinagar. If not, then
selected agency should have to set up their office in Ahmedabad / Gandhinagar to regularly serve the account. (Proof in this regard, to be
submitted)
4.11 No legal proceedings with any of the clients and its employees related to the services of the bidding agency and or its affiliate. Agency should not be
blacklisted from any of the Govt. of Gujarat, Govt. of India or State
Tender for Vehicle Hiring for VGGS 2017
Industrial Extension Bureau (iNDEXTb) Page 8 of 30
government PSUs. An affidavit to this effect should be provided by the agency on
appropriate stamp paper
4.12 Individuals who have done piecemeal/freelance/ job work are not eligible
for this tender
PROPOSAL SUBMISSION
5.1 Technical Proposal
5.2 The following documents along with cover letter (clearly mentioning the
acceptance of all clause of this document) required to be submitted and shall be placed in a sealed envelope clearly marked as “Technical Proposal
for Vehicle Hiring”:
5.2.1 Certificate of registered of firm / company
5.2.2 Certificate from Chartered Accountant stating the experience of
number of years of firm in transportation activities
5.2.1 Certificate from Chartered Accountant certifying the average annual turnover of the firm / company from transportation activities.
(Specimen provided under Technical Proposal Specimen FORMAT B).
5.2.2 Certificate from Chartered Accountant certifying that the project
handled by the agency in last 5 years. (Specimen provided under Technical Proposal Specimen FORMAT C).
5.2.3 Copy of IT assessment return for the last 3 years.
5.2.4 Copy of certificate from IATO/ TAAI/ ADTOI/ TAFI/ Ministry of Tourism, Govt of India
5.2.5 Proof of payment of Service Tax in last three financial years to be submitted.
5.2.6 List of vehicles with the details such as chases number, model, engine
cc, name of owner, year of manufacturing and other details. Copy of RC book for each vehicle should also be attached.
5.3 Financial Proposal
5.3.1 Agency is required to furnished the details as mentioned at ANNEXURE 1 and shall be placed in a sealed envelope clearly marked
as “Financial Proposal for vehicle hiring”.
Tender for Vehicle Hiring for VGGS 2017
Industrial Extension Bureau (iNDEXTb) Page 9 of 30
5.4 Separate envelopes containing the tender fee & EMD and Technical
Proposal should be also prepared and be marked as “TECHNICAL
PROPOSAL.
5.5 Separate envelopes should be prepared for and the envelope should be clearly marked as FINANCIAL PROPOSAL.
5.6 The envelopes containing the “Technical Proposal” along with the envelope
containing tender fee and EMD and “Financial Proposal’ shall be placed into an outer envelope clearly marked “PROPOSAL FOR VEHICLE HIRING FOR VIBRANT GUJARAT GLOBAL SUMMIT 2017” and sealed.
5.7 This outer envelope shall bear the Name of the Assignment, submission address, etc. The Proposals must reach iNDEXTb on or before the last date
of submission mentioned in the notice inviting tender.
5.8 Any proposal received by iNDEXTb after the deadline for submission shall be returned unopened. iNDEXTb shall not be responsible for any postal or
courier delays.
5.9 All contents of the Proposal should be clearly numbered, indexed and
arranged in a sequence and shall be bound firmly.
5.10 The Original Proposal shall contain no interlineations or overwriting, except as necessary to correct errors made by the official of Agency themselves.
The person who signs the proposal must put initial against such corrections.
5.11 The proposals shall be signed and submitted by the Authorized Signatory
of the Agency. The authorization shall be attached in the Technical Proposal and shall be in the form of a written power of attorney/ board resolution or
in any other form demonstrating that the representative has been dully authorized to sign.
Tender for Vehicle Hiring for VGGS 2017
Industrial Extension Bureau (iNDEXTb) Page 10 of 30
INSTRUCTION TO BIDDING AGENCIES
6.1 The selection would be on the Quality cum Cost Based Selection (QCBS) based on the final weighted score, subject to fulfilling the requirements of
the Qualification Criteria. The Proposal will form part of the contract with the selected agency.
6.2 A confirmation letter from the Agency for being able to provide the qualified
team should be attached
6.3 The Agencies shall bear all costs associated with the preparation and
submission of their proposals. iNDEXTb is not bound to accept any or all proposals, and reserves the right to annul the selection process at any time prior to award of contract, without any liability to iNDEXTb.
6.4 The Technical Proposal to be submitted by the agency should be firm and valid for a period of 120 days from the last date of submission of the
proposal.
6.5 Agencies may seek clarifications on the guiding document, if any, at the time of briefing meeting or before 10 calendar days from the due date of
submission of the Proposals. Any request for clarification must be sent in writing or by fax to iNDEXTb.
6.6 At any time before the submission of Proposals, iNDEXTb may amend this
document by issuing an addendum, which shall be binding on the agencies.
6.7 The agencies shall acknowledge the tender conditions and all subsequent
amendments and submit along with their proposals duly signed. Therefore, the tender document signed by the authorized signatory should be the part of the Technical Proposal
Tender for Vehicle Hiring for VGGS 2017
Industrial Extension Bureau (iNDEXTb) Page 11 of 30
OPENING OF PROPOSAL
7.1 Industrial Extension Bureau (iNDEXTb) would open the proposals immediately after the Proposal Due Date and Time for the purpose of
verification of requisite fees and EMD; verification of documents for pre-qualification would be considered of only those agencies who have paid the requisite fees and EMD.
7.2 Subsequently for the pre-qualified agencies, a technical presentation would be arranged, where in the shortlisted agencies would be invited to make the
presentation on their concept on fleet management for the Summit to the Committee so constituted by the Government of Gujarat, by giving due notice by email to the authorized signatory to bid. Communication would
be made on the contact detail provided
7.3 Agency would have to bring in the requisite copies of the technical proposals
in hard copies and in the suitable format of ppt, movies, pdf, etc for presentation to the Committee members. The presentation would be retained by iNDEXTb for its records.
7.4 Soft copy of the presentation to the Committee may therefore be made available to the Committee well in advance, on the day of the presentation.
Tender for Vehicle Hiring for VGGS 2017
Industrial Extension Bureau (iNDEXTb) Page 12 of 30
PROPOSAL EVALUATION
8.1 The evaluation of proposals shall be on the principle of Quality Cum Cost
Based Selection (QCBS) based on the final weighted score. The assignment shall be awarded to the bidder scoring the highest final weighted score as
decided by selection committee.
8.2 Technical Proposal Parameter
Sr. no.
Parameter Criteria for point allotment Maximum
weightage
1. Experience in the field related to Fleet Management
–Number of projects handled for vehicle management in last 5 years upto 31.03.2016
with minimum supply of vehicles of 150 nos.
2 marks for each project. Maximum marks 20
20
2. Number of vehicle owned by the owner.
Number of vehicle <30 = 0 marks
1 marks will be given on arithmetical progression for
an increase of 10 vehicles above 30 vehicles
Maximum marks - 30
30
3. Average Turnover of the
agency from transportation management.
Mark for average turnover of
last 3 years above Rs. 1 Crore up to 20 marks.
Average turnover < 1.50 Crore = 0 marks
1 marks for turnover of Rs. 1.50 Crore. 1 marks will be
given on arithmetic progression for an increase of
turnover of Rs. 50 lakhs above Rs. 1.50 Crore
20
4. Presentation on the understanding of projects, methodology and work plan
and deployment of resources
30
Tender for Vehicle Hiring for VGGS 2017
Industrial Extension Bureau (iNDEXTb) Page 13 of 30
The Bidder will provide the
car makes and models in each category and also indicate overall average age
of car fleet with an allowance of variation of 2 months (average figure without any
car going below the cut-off value of 3 years age) and
software, online forms and database to be used and ease of booking. Booking,
retention and cancellation policy for vehicle booking
Total marks 100
8.3 Financial Proposal Parameter
8.3.1 Agency is required to furnished the details as mentioned under
Financial Proposal Specimen at ANNEXURE 1
8.4 The Technical Score obtained and the Financial Score obtained would be
multiplied (in percentage) with the weightage (in percentage) to arrive at Composite Evaluation Score for each bid. The respective weightage for the
Composite Technical Score and the Composite Financial Score are set out in the table below:
S.
No.
Description of Parameters for composite evaluation
score
1 (A) Composite Technical Score - 40%- Weightage
(minimum 20% should be scored for qualification)
2 (B) Composite Financial Score- 60%- Weightage
Technical bid parameter
Composite Technical Score (RTS) will be analysed and assigned to each bid as
below:
CS (Tech) = T / T(high) * 100
CS (tech) means Composite technical score obtained by bidder
Tender for Vehicle Hiring for VGGS 2017
Industrial Extension Bureau (iNDEXTb) Page 14 of 30
T means technical score obtained by bidder
T(high) means highest technical score secured amongst the bidders
If the company scores less than 50 marks in the Technical Section, it
will not be considered for the Commercial Bid at all.
Financial Bid Parameters
CS(Fin.) = F(Low) / F *100
CS(Fin.) is the Composite Financial Score
F(Low) is the lowest financial bid
F is the Bid by the Bidder
Total Composite Score
CS (Tech) *0.4 + CS(Fin) *0.6
The one with the maximum relative score would be selected
Tender for Vehicle Hiring for VGGS 2017
Industrial Extension Bureau (iNDEXTb) Page 15 of 30
OTHER TERMS & CONDITIONS
9.1 Instructions
9.1.1 The drivers should have valid driving license of respective category.
9.1.2 To ensure that the drivers are courteous and in uniform and able to
understand English and the local language.
9.1.3 To organize an orientation program for the drivers about their duties
and routes for the summit.
9.1.4 To ensure that drivers should know the local roads and important
locations in Ahmedabad and Gandhinagar.
9.2 Special Instructions
9.2.1 The selected agency shall have to set up a control room 24X7 at a
place designated by iNDEXTb for vehicle allocation, grievance
handling and any other issue related to transportation and it should
have the following arrangements
9.2.1.1 Will have necessary amenities such as computer, printer, internet, telephone, fax machine etc.
9.2.1.2 Will have to station 4 persons between morning 8 am to 10 pm and 2 persons between 10 pm to 8 am and further, it also have to make necessary logistics
arrangement for the officials deployed by iNDEXTb.
9.2.1.3 Will have to set up break down management system
9.2.1.4 Will have to set up 24X7 helpline number in control room
9.2.2 Information of number of vehicle and category of vehicle to be reserved
for iNDEXTb will be informed by iNDEXTb by 15th of December, 2016.
For VG 2015 Summit, about 250 vehicles were reserved for iNDEXTb.
9.2.3 Vehicles to be reserved for iNDEXTb shall not be older than 3 years as on 31st March, 2016.
9.2.4 For the purpose, Agency may procure the vehicle from various transport service provider and enter into contract with transport service provider with incorporation of clause of D -7 for releasing the
vehicle/s (here D means date of inauguration of summit i.e., 10th
Tender for Vehicle Hiring for VGGS 2017
Industrial Extension Bureau (iNDEXTb) Page 16 of 30
January, 2017). However, Agency is required to consult iNDEXTb before releasing the vehicles.
9.2.5 Agency may tie up with its associate for procuring vehicles. However, agency is required to submit the letter of support alonwith the tender
to iNDEXTb.
9.2.6 The successful bidder will have to submit the MoU / Agreement with the associate along with the fulfillment of other conditions such as
deposit of Bank Guarantee for performance security etc immediately after the declaration of result then only the work order shall be awarded.
9.2.7 Failure to do so may result in termination of the contract / work order and the security deposit may be forfeited by the Bureau. The decision
of bureau will be final and no argument will be allowed.
9.2.8 INDEXTb will not be held responsible for any accident take place and damage the vehicle/s. In such case, the agency will be sole
responsible and he/she cannot claim from iNDEXTb for any damage occurred thereof.
9.3 Validity of the Proposal
The Proposal shall remain valid for 120 calendar days after the date of the opening of the Technical Proposal. Both the parties would endeavor to
complete the process of selection and enter into agreement before the validity period.
9.4 Extension of Validity of Proposal
In exceptional circumstances, prior to expiry of the original Proposal Validity Period, iNDEXTb may request the agency to extend the Proposal
Validity Period for a specified additional period.
9.5 Disqualification
The following events and circumstances may result in disqualification of the
applicant from the bidding process:
9.5.1 Submission of Proposal after the Proposal Due Date
9.5.2 If the Proposal contains misleading or false representation in the
forms, statements and attachments submitted in proof of the
eligibility requirements
9.5.3 If the Proposal contains conditions other than the conditions mentioned in this document or any additional condition put in by the
agency to the iNDEXTb.
Tender for Vehicle Hiring for VGGS 2017
Industrial Extension Bureau (iNDEXTb) Page 17 of 30
9.5.4 If the Proposal submitted with incomplete information such proposal
will be considered non responsive.
9.5.5 If the Proposal submitted is not accompanied by the required documentation will be considered non responsive.
9.5.6 Agency is unable/fails to provide clarifications related to its Proposal.
9.5.7 Consultants who attempt to influence the qualification or selection process shall be disqualified from the process at any stage
9.5.8 iNDEXTb reserves the right to reject or disqualify the proposal, if any detrimental information becomes known after the Consultant has been qualified.
9.5.9 iNDEXTb reserves the right to reject the Applicant, at the time, or at any time after such information becomes known.
9.5.10 In case of such disqualification under any circumstances, the decision taken by iNDEXTb shall be considered as final and binding.
9.6 The selected agency is required to provide bank guarantee from nationalized
bank 25% of the cost of estimated work awarded in the beginning of the date of contract. (Estimated cost of work shall have to furnish by the agency)
9.7 Payment Condition
9.7.1 iNDEXTb will not make any advance payment to the selected agency towards making the arrangements of transportation for Vibrant
Gujarat 2017 Summit.
9.7.2 The payment will be made by iNDEXTb for the vehicles booked by iNDEXTb. The selected agency will be required to submit invoice and
the original copy of duty slip duly providing the name, mobile no. and signature of the user and driver is mandatory.
9.7.3 Specimen of Duty slip provided under ANNEXURE will only be valid. No other format of agency will be considered for final payment.
9.7.4 The payment towards making transportation arrangements will be
made by iNDEXTb only if it instructed in writing by iNDEXTb only.
9.7.5 iNDEXTb shall not be liable to make any payment to selected agency
for any arrangements made without the consultation and approval of
iNDEXTb.
9.7.6 iNDEXTb is free to appoint any agency to act as a mobility partner for
the vehicles and other logistics arrangements to facilitate the visitors
without any financial commitment.
Tender for Vehicle Hiring for VGGS 2017
Industrial Extension Bureau (iNDEXTb) Page 18 of 30
9.7.7 If the selected agency does not confirm the bookings in a reasonable
time limit or if the agency does not have the required vehicle, than
iNDEXTb has the right to offer and hire the said vehicle from the open
market and the selected agency will have to bear the excess rate paid
by iNDEXTb for the same.
9.8 Force Majeure
Neither party will be liable in respect of failure to fulfill its obligations, if the said failure is entirely due to Acts of God, Governmental restrictions or instructions, natural calamities or catastrophe, epidemics or disturbances
in the country. Force Majeure shall not include (i) any event which is caused by the negligence or intentional action of a Party or by or of such Party’s
agents or employees, nor (ii) any event which a diligent Party could reasonably have been expected both to take into account at the time of being assigned the work, and avoid or overcome with utmost persistent effort in
the carrying out of its obligations hereunder.
A Party affected by an event of Force Majeure shall immediately notify the
other Party of such event, providing sufficient and satisfactory evidence of the nature and cause of such event, and shall similarly give written notice of the restoration of normal conditions as soon as possible.
FORMAT AND SIGNING OF PROPOSAL
10.1 The proposal should be short, concise & include all points indicated in the
Document.
10.2 The Proposal shall be typed or written in indelible ink and should be in
English. Proposal in other language would not be accepted. The pages and volumes of each part of the Proposal shall be clearly numbered. The Proposal shall contain all the information required herein and references of
previous submissions shall not be considered.
****
Tender for Vehicle Hiring for VGGS 2017
Industrial Extension Bureau (iNDEXTb) Page 19 of 30
Technical Proposal Specimen
Tender for Vehicle Hiring for VGGS 2017
Industrial Extension Bureau (iNDEXTb) Page 20 of 30
FORMAT - A
(To be Signed and submitted by contractors on their letter heads)
Declaration regarding Acceptance of Terms & Conditions contained in the Tender
Document
To
Managing Director
INDEXTb
A Government of Gujarat organization
Block no. 18/2, Udhyog Bhavan
Gandhinagar
Sir,
I have carefully gone through the Terms & Conditions contained in the Tender
Document for the Selection of Destination Partner for Vibrant Gujarat Global
Summit 2017 to be held on 10 – 13 January, 2017 at Mahatma Mandir,
Gandhinagar, Gujarat. I declare that all the provisions of this Tender Document
contained in the RFP are acceptable to my Company.
I further certify that I am an authorised signatory of my company and am,
therefore, competent to make this declaration.
Yours Truly,
Name: _______________________
Designation: _______________________
Company: _____________________
Address: ____________________
Tender for Vehicle Hiring for VGGS 2017
Industrial Extension Bureau (iNDEXTb) Page 21 of 30
FORMAT - B
Certificate from Chartered Accountant certifying the average annual turnover of
last three years.
Year Turnover (in Rs.)
2013 - 14
2014 – 15
2015 - 16
Average annual turnover in Rs. (2013 – 14, 2014 – 15 & 2015 – 16)
I hereby certify that the average turnover of the <Name of the Company>,
<Registered office address> for last three years (2013 – 14, 2014 – 15 and 2015
– 16) is Rs. <Amount> were from the activities of transportation only.
Name of the Auditor: _______________________
Name of the Firm: _______________________
Address: _______________________
Signature of Authorised: _______________________
Signatory seal of Audit Firm; _______________________
Tender for Vehicle Hiring for VGGS 2017
Industrial Extension Bureau (iNDEXTb) Page 22 of 30
FORMAT – C
Certificate from Chartered Accountant certifying the work carried out by the
agency in last 5 years.
Name of the Project
Name of the client
Address, Contact details
(address, phone no. and email ID
of the client
No. of vehicles supplied
Duration of the project (Commencement
date and completion date should also be
mentioned)
I hereby certify that above information about the project undertaken and the
copies of work orders enclosed with this document provided by <Name of the
agency> <Registered Address> is verified and found true to my knowledge.
Name of the Auditor: _______________________
Name of the Firm: _______________________
Address: _______________________
Signature of Authorised: _______________________
Signatory seal of Audit Firm; _______________________
Tender for Vehicle Hiring for VGGS 2017
Industrial Extension Bureau (iNDEXTb) Page 23 of 30
Financial Proposal Specimen
Tender for Vehicle Hiring for VGGS 2017
Industrial Extension Bureau (iNDEXTb) Page 24 of 30
ANNEXURE - I
Statement (A): Vehicle requirement on monthly basis
Col.
no.
Type of vehicle
(A)
Monthly rental
(3000 km per month) (including
taxes) (B)
Rate per km after
3000 km (including
taxes
( C)
Taxes (e.g. service tax,
sales tax) Included in total coast
Type of
and % of tax
Amount of Tax
1. Indigo
2. Innova
3. Total price bid of row (B)
4.
Service charge (please
mention percentage (%) on total price bid)
5. Total bid price after service charge = (Col. no. 3 + Col. no. 3 X Col no. 4 /100 )
Note:
All the bidders who scored more than 50 marks in the technical bid will be
evaluated separately for the vehicle requirement as per statement (A),
Work order for providing vehicles on monthly basis will be awarded separately.
Tender for Vehicle Hiring for VGGS 2017
Industrial Extension Bureau (iNDEXTb) Page 25 of 30
Statement (B): Vehicle requirement on daily basis
Col.
no.
Type of
vehicles (All AC
vehicles)
Tentative
no. of vehicles
Rate
(12 hr/100
km)
Rate
for Extra
hr
Rate
for Extra
km
Total bid price
per item (including
taxes)
Taxes (e.g. service
tax, sales tax) Included in total
coast
(A) (B) (C) (D) (F)=(A)*(B+C+D) Type of
and % of tax
Amount
of Tax
1. Innova 250
2. Honda
city
50
3. Corrolla 20
4. Camry 20
5. Toyota Fortuner
20
6. Mercedes Benz C Class
25
7. AUDI A3 Sedan
20
8. Land Rover
10
9. BMW 3 series
sedan
20
10. Tempo
Traveller
10
11. Mini coach 19
seater
15
12. Coach 29
seater
25
13. Volvo 49
Seater
3
14. Total price for vehicle of row (F)
15. Service charge (please mention percentage (%)
on the total price bid i.c., Col. no. 14)
16. Total bid price after service charge = (Col. no.
14 + Col. no. 14 X Col no. 15 /100 )
Tender for Vehicle Hiring for VGGS 2017
Industrial Extension Bureau (iNDEXTb) Page 26 of 30
Statement (C): Vehicle requirement on daily basis
Col no.
Type of vehicles
No. of vehicles
Rate (24 hrs /300 kms)
Total bid price per item
Taxes (e.g. service tax, sales tax)
Included in total coast
(A) (B) (C ) = (A)*(B)
Type of and % of tax
Amount of Tax
1. Innova 10
2. Total price for vehicle of row (C)
3. Service charge (please mention percentage on the total price bid i.e., Col. no. 2)
4. Total bid price after service charge = (Col. no. 2 + Col. no. 2 X Col no. 3 /100 )
Note:
The above detail is purely estimation and not the actual requirement, but the
actual requirement may be around the estimation.
The financial bid will be evaluated on the basis of the addition of Col. No 16 in
the row (F) of Statement (B) and Col no. 4 in the row (C) of Statement (C).
A separate work order will be provided to the successful bidder for providing
vehicles on daily basis as per statement (B) & statement (C)
Terms and Conditions
The driver allowance at Rs.150/- per day per vehicle will be payable as per
prevailing norms. This allowance will not be applicable for airport or
railway station drop.
Toll and Parking will be paid on actual basis.
The kilometer and time will be calculated from point of pick up to the point
of drop
Duty slips have to be submitted with the signature and mobile of the user
50 percentage deduction in case vehicle is not reached in time. The other
Vehicle if arranged in such a situation, the entire cost will have to be borne
by the agency.
25 percentage deduction of the duty amount for driver’s misbehavior, dirty
vehicle
Tender for Vehicle Hiring for VGGS 2017
Industrial Extension Bureau (iNDEXTb) Page 27 of 30
The driver deployed should hold valid Licence, be in custody of all
document viz. RC, Pollution check etc. and be fully conversant with the
routes of Event site and Nagpur and areas around and should be well
behaved
A daily record indicating time and mileage for each vehicle shall be
maintained in a Log Book. No payment shall be made without
submission/verification of Log Book.
Tender for Vehicle Hiring for VGGS 2017
Industrial Extension Bureau (iNDEXTb) Page 28 of 30
ANNEXURE
Tender for Vehicle Hiring for VGGS 2017
Industrial Extension Bureau (iNDEXTb) Page 29 of 30
Format of Duty slip
PART – A
The following vehicle was provided to:
Name of liaison Officer: ____________________________________________________
Designation:__________________________Department:_________________________ _ Contact no.: ______________________ Email id: ______________________________
For the period: From: / /201 to: / /201
Reported at (Location):______________________________________________________________
appointed for
Name of Guest ______________________________________________________________
Designation:________________________Organisation:_________________________ Contact no.: __________________Country/State: _____________________________
Status of Guest: State guest Diplomat Delegate Speaker
Govt.Officer Other If other ( Specific:_______________)
If Speaker, please indicate the following details:
Name of event: __________________________ Venue:_______________________ Date: / /201
Accommodation arrangement: _____________________________________________
On the request of: (Name of Department): ___________________________________
Vehicle no.:_______________________________________________________________ Type of vehicle: _________________________________________________________
Driver name:_____________________Driving License no.______________________
Driver mobile no. _________________Driver Signature:___________________
Code: SG/01
Tender for Vehicle Hiring for VGGS 2017
Industrial Extension Bureau (iNDEXTb) Page 30 of 30
Date Source (Hotel/Airport)
Destination Starting kms
Ending Kms
Starting time
Ending time
Signature
_____________________________________
(Signature of guest)
_____________________________________ (Signature of liaison officer)
Date: / /201 Place:
PART – B I hereby certify that the vehicle allotted to me remain unutilized and therefore, I
release the vehicle from date _________________ time ________________.
_____________________________________ (Signature of liaison officer)
Date: / /201
Place:
Instructions
1) All the fields under PART – A are mandatory
2) Signature of Guest, Liaison officer and driver is mandatory. 3) The invoice raised for the vehicle issued is required to be submitted
alongwith the Duty and following documents:
o Photocopy of RC Book o Photocopy of PUC
o Photocopy of Driver’s driving license 4) In case if vehicle remains unutilized then liaison officer is required to
certified under PART – B In case and the liaison officer required to
communicate with agency and iNDEXTb office and release the vehicle and same must be communicate through email.
****