OHICEOFTHE PRINCIPAL COMMISSIONER OF INCOME TAX-I, PUNE

PMT Building, A.-Wing, Third Floor, Swargate. Shankar Shet Road, Pune - 411037.

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F.No ,- PNIPCIT - llVehiclesitendersl20 16-1 7 Date,- 06.06.20 16

TENDER NOTICE

Office of the Principal Commissioner of Income Tax- I, Pune invites tenders in sea led covers from reputed vendors for hiring of o ne staff car and 4 o pera tional vehicles. Hiring sha ll be for a period of one year. Reputed tour/tuxi operators having requisite \ehiclcs/infrastructun: should furnish their sealed tender latest by 15.06.2016 before 5.00 p.m. in the office of the Income Tax Officer (HQ) to the Principal Commissioner of Income Tax-I , Pune, PMT Bldg .. ".Wing. 3rd

Floor, Swargate, Pune 4 11 037.

2. Offers should be submitted in two (2) bid pattern. i.e. technical bid and financial bid. Both the bids are to be placed in two separate sca led envelopes (clearly super scrihing 'Technical hid' and 'Financial bid') which in turn should be placed in one cover. The bids of the vendors whose technical bid and financial bid are not placed in separate sealed envelopes or if Ihey quote the rates in the technical bid, then such tender shall be rejected forthwith. Terms & conditions of tHe technical bid and financial bids are as per Annexure·!. The Financial Bid of only those vendors shall be opened whose technical bid are found eligible. The financial bid of the disqualified bidders in assessing Technical bid shall be returned, unopened.

3. The proforma for Technical Bid(Annexure·ll) and proforma lor Financial Bid (Annexure­III) for submitting the tender as well as this tender notice will be issued from the office orthe Pro Commissioner of Income Tax·l, Pune, free of cost. The tender should be addressed to Pr. Commissioner of Income Tax·1, Pune and should be delivered in thi s office at PMT Bldg .. A­Wing, 3rd Floor, Swargate, Pune 411037. The tender has to accompany with earnest mone) of Rs. 10,000/- deposit in the form of Demand Draft/Pay Order, drawn on any nationalized bank. payable in favour of"ZAO, CBDT, Pune" payable at Pune.

4. The tender without earnest money \.\ ill be disqualified. The Demand Drafi/Pa) Order submitted by unsuccessful vendors wi ll be returned with in 7 (Seven) working days of opening the tender. If the successful vendor refuses to su pply the Vehicles then the earnest money will be forfeited. The earnest money deposit of the successful vendor will be retu rn ed after one month from the supply of vehicle as a period of one month is considered as a probation period. The last date and time for submission of sealed tender will conc lude on 15.06.2016 at 5.00 p.m .

successful vendor. In case the successful vendor refuses to accept the contract. its sccurit) deposit will be forfeited. The order to deploy the StafrCar & 4 operational vehicles \\ill be issued as soon as the vendor is finalized.

5. The tender should not be conditional. Such tender is likely to be disqualified .

6. If the car/vehicle is used for part of the month , for any reason , the payment to the vendor will be made on pro-rata basis f?r part of the month.

7. The vendor is required to submit detail s of bank alc . no .. bank and hranch. hank code. branch code, MICR code, IFSC code, where the e-payment will be made. A cancelled blank cheque should be provided for this purpose along with financial bid.

8. Any matter during the period of this agreement, which has not been specifically covered by this agreement, shall be decided by the Pr. Commissioner of Income Tax-I. Pune. whose decision shall be final.

9. The vendor(s) who is/are selected lor suppl) of the "HdTcar \\ ill be required 10 sign a contract with the office of the Pr. Commissioner of Income Tax-I, Pune, wherein the terms and conditions mentioned in the technical bid and the financial bid will be speci·fied.

10. Clarification ifrequired by the prospective bidders will be given by the ITO(HQ) for PCIT-I at any time during working hours on any working day but befo re the lasl dale.

11. This tender notice is displayed on notice Boards of all offices of Income Tax Department , Pune and also on the website of Income Tax Department " incometaxindia.gov.in"

(Ahdh~lInar Jha) Ass!. Commiss ioner o f Income -I ax (HQ)

For Pr. Commissioner of Income Tax·l , Pune

•

ANNEXURE-I

OFFICE OF THF:

PRINCIPAL COMMISSIONER OF INC OME T AX- I , PUNE PMT Building, A-Wing, Third Floor, Swargate, Shankar Shet Road,

Punc-411037.

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SUB,fECT: - TERMS AND CONDITIONS FOR TECHNICAL & FINANCIAL BIDS FOR HIRING OF VEHICLE/STAFF CA R

I. The vehicle/Car is proposed to be hired for an init ial period of one )ear) \\ ilh option of extending it for a further period of one year or morc at the discretion of the Principal Commissioner of Income Tax-1 , Pune

2. The vehicle offered should be as under:

I (one) staff car Vehicle (SCV)

Vento Volkswagon, Toyota Elias, Honda City or of similar type with desired safety features such as fully AC, ABS, EBD/ESC, Alloy whee ls, Powered windows

IBreakings /Steering etc.

4 Operational Vehicles

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Mahindra XU V, Marut i Suzuki Ertiga, Maruti Suzuki Ecco, Safari Storm, Safari Decor, Tavera, Toyota Innova or of similar type with

desired safety features sllch.as fu ll y AC, ASS, EBD/ESC, Alloy wheels. Powered windows /Breakings ISteering etc.

3. Terms and conditions for award of contract in respect of hiring of vehicles is as follows:-

i. The applicant Contractor shou ld be owner/supplier of alleas! 5 vehicles at the time of making application for the contract and should produce evidence to that effect.

ii. The applicant contractor's Annual Turnover should not be less than Rs. IS lacs (in the field of car/vehicle hiring business) at least one of the Financial Y.car in the FY's .20 12-13 to 2014- I 5. In

support of this, Applicant contractor should submit their copies of returns of income file d with the Income Tax Department along with turnover documents for FY's20 12-13 to 2014-15.

111. Applicant contractor should have a reputed client list. The client list should be submiued in support of the same.

iv. The applicant contractor should have the experience of running a neet of vehicles on hiring basis for at least 3 years.

The above condition [(i) to (iv)] will not apply to Government or Semi-Government enterprises.

The vehiclelcar to be hired by the Income Tax Dcpartment mandatoril) needs to have commercial Regi stration numbers. In no circumstances, the department sha ll hire car with private registration numbers following Govt. direction issued from time to timc.

vii. The bidder/tenderer should not be an employee or ex-employee of the Income Tax Department. Similarly bidder should not be a finn in \\ hich substantive interest lies \\ ilh the employee or ex-employee or immediate relative of employee or ex- employee of Income Tax Department.

4. The Vehicle proposed to be hired out to the Pr.C1T-I. Pune by the applicant contractor should have been manufactured on or after 0 1.01.2015.

5(a) The rate should be specified (Exclusive of service tax) for 2500 Kms. (reckoned from place of reporting to place of release) & 360 hrs on monthl y basis (reckoned from time or reporting to the time of release) of vehicle. The charges for additional hours after 360 ho urs and additional distance after 2500 Kms. per month should be specified in the rate. The hourly rate should al so be speci fied . In case any vehicle is required on Sunday, no extra payment will be made for the usage on Sunday if total usage is within 360hrsl2500 Km. The kilometerage on Sunday will be included in the monthly limit of2500 Kms.

5(b) The Contractor shall not be entitled for extra charges for outstation duties. For outstation duty/trip the hiring for the day will be calculated from the commencement of the journey to the end of the day.

6. Contractor shall provide dedicated vehicles and drivers and any change in the vehicle and I or driver should be made only in very exceptional circumstanc.es. Replacement of the vehicle/driver should be provided in the event ora brea~dO\\n of\(;~hiclc/non a\ailahi l it~ ofdri\cr. Tht' dri\cr should have valid driving license \\ ith a min imum of experience of 3 ) ears and their antecedents should be duly verified by police authorities, at the instance <;lfcontractor.

7(a) Payment of minimum charges agreed upon shall be made to 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.

7(b) Payment shall also be made on monthly basis on the actual usage of the vehicles by the Department over and above the minimum charges agreed upon.

_/~fi':-,~ '1"r . it )1 ;;z<-!' . -. ,-

7(c) While computing the amount payable as per clause above on account of extra Kms. over and above agreed Kms, per month. i.e. 2500 kms per vehicle. for one or more vehicle or vehicles. the total of unused kms oforher vehicles of the contractor for that month shall be reduced or dully carried forward for subsequent 3 months, If~ot get adjusted.,

EXPLANATION: For the purpose of clause 7(c) unused Kms would mean the difference between cumulative agreed kms and cumulative actual kms, run by one or more vehicles ofIhe contractor, if the cumulative kms run by them is less than the cumulative <lgreed kms.

8. The staff car shall be deemed to be at the disposal of Income Tax Department during period of official use and the billing for kms and hours shall be made from the reporting place to the relieving place. In certain cases where relieving place is not the ordinary place of reporting, the ordinary place of reporting shall be deemed to be relieving place.

9. The staff car can be called for reporting at any time. The vehicles would remain at the disposal of the Department for all the seven days in a week during the entire contract period. The vehicle should not be used by the contractor or driver for any other organization or individual either during day or night during the entire contract period.

10. The liability on account of fuel. driver and all expenses relating to maintenance. insurance, parking, toll, RTO etc., of the vehicle would, solely and wholly, be the responsibility of the contractor and the Income Tax Department will not bear any liabitity apart from the hiring charges.

11. The rates/contract would remain normally valid for one year from the date ofagreement with the vendor. However, the Department has the right to terminate the Contract/Agreement by giving one month's notice without assigning any reason. The vehicles should be in a very goou running condition. Latest emission norm compJi<lnt, new seat coversltowels <lnd appropriate "Govt. of India, Ministry of Finance" Board will have to be provided by the vendor.

12. The Contractor should be registered with the authority of State of Central Government, and should fulfill the conditions prescribed in Section 66 of Motor Vehicle Act, 1988 for hiring of vehicles.

I J. The bid once submitted shall not be allowed to be wilhdrawn and the default after acceptance of the bid shall be deemed to be non-compliance or terms of contract and would render security deposit liable to forfeiture and penalty s the case may be.

14. Any change in the dates of opening of the Technical bids and the date for opening or the Commercials bids will be displayed on the Notice Board at the first floor of PMT Building Pune. Tenderers or their authorized representatives may be present at the time of open ing the tenders.

The driver employed alongwith the vehicles should satisfy the following conditions:

a, Driver should have minimum 3 years of experience or driving. They should have vehicle Transport Licenses for driving passenger vehicles on hire.

b. Driver should be decently dressed preferably in white shirt and trouser and black shoes. ,

c. Driver should be well versed with the roads and the places in Pune City and should have experience in city driving as well as the major cities around Pune.

d. Once the driver is allotted to a particular vehicle, he should remain with the same vehicle for a period of at least I year. Any change in the designated driver should be intimated to the concerned officer 24 hours before such change is affected.

e. Driver should be provided with a mobile phone for better communication for better with the users by the service provider at their own cost.

f. Driver should be decent and well behaved and should have an) criminal cases against him and should not have any past history of accidents.

g. Car should be kept clean and odour fiee, suitable for official usc.

16. In case of non-reporting due to breakdown of vehicle or for any other reason. the contractor will have to make immediate alternative arrangement under intimation to the users orthe vehicle and the Income Tax Officer (HQ}(I), Pune. Strict care should be taken so that normal services are not disturbed/disrupted due to non-reporting of the vehicles.

17. The contractor will indemnify for loss/damage of property or life because of negligence o f driver or poor maintenance of vehicle or due to an accident.

18. The penalty shall be levied on the basis of the certificate signed by the Controlling Officer. For vehicles given to the Pr.CIT-I , Pune the Controlling Officer will be Income Tax Officer (I-IQ) in the office of the PClT -\, Pune. In case of non-compliance of the above terms & conditions of contract, a penalty may be levied. The penalty ror some to the defaults is as under:

Sr. No. Nature of Default Penaltv . ~ \ Late repon ing 50% of proponionate contract

2 Non-reporting 50% of proportionate contract charges

3 Poor maintenance of vehicles Rs.2000/- oer month

4 ReFusal of d'uties 100% of prooonionatc contract

Rs.l001- for first instance and 5 Non-observation of dress code Rs.200/- for subsequent instances

6 Change of driver without intimation Rs.IOOO/- Der instance 7 Vehicle kePI unclean 50% of proportionate contract

Log book should be maintained as di~ected in Rul-l3. of Stafr Car Rules, in the prescribed form as standardized llllder '5'Series (S-263) for each car separately and entries must be certified by the officials using the vehicles. A sample copy of the Form may be obtained from the Income Tax Officer (HQ) to PClT-\ , Pune.

21. The bills of hiring of staff car, along with the Log Books complete in all respects for every month, must be submitted to this office by the 15th of the subsequent month positively, after getting the bill s vetted by the respective officers using the veh icles. 'I he vendor should bear in mind lhat al times the payment might be delayed on account of late submission or incorrect subm ission of bilb by the vendor or administrative delays or non-availability of funds with this office.

22. In case of violation of any of the above mentioned conditions, the hiring contract may be terminated without giving any further notice to the agency at any time before expiry ofthe period of one year. In addition. the amount of sec uri I} depo~it is liahlc 10 be forfeited.

23. The terms & conditions, and the procedures laid dO\\11 should be strict!) adhered 10. The Department reserves the right to reject any tender without aSSigning any reason \\haLsoc\er.

24. In the vent of award of the tender, prior to execution of the contract and supply of vehicles. the vendor shall be required to submit copies of (a) vehicle registration certificate (b) comprehensive vehicle insurance policies (c) identity cards of drivers (d) Service Tax registration.

In Case bidder declared as L-I is not able to submi t the details as per row-4 offinaneial bid (Annexure-III) he will have to submit the same within 6 days of opening of bids in case of non submission he shall be treated as unsuccessful bidder.

(Abdhct mar Jha) Asst. Commissioner of Income Tax (HQ)

For Pro Commissioner of Income Tax~ I. Pune

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ANNEXURE-II

PROFORMA FOR TECHNICAL BID

Sr. • No. Particulars Description

I Name of the Vendor and address (Block Letters)

2 Permanent Account Number (PAN)

3 Contact No. (Land and Mobile) YesINo. If yes, please

Has any complaint ever filed/pending or penal!) imposed

I agai.nst you in any office for not providing services rel~led to furnish providing vehicles as per the contract or no1 providing details.

4 services up to the mar~ . I

Annual Turnover during F.Y·.2012-13 & 2013-14 & 2014-15 from car hiring business (copy of the return of income tiled alongwith

P&L Ale should be enclosed for evidence) 5

6 The app licant contractor should have EPF and ES I Certificate

List of reputed clients(documentary evidence to be furni shed i.c. copy of agreement signed with the reputed clients)

7 No. of yea rs of experience of running a Oeel of vehicles o n hiring

8 basis, .--- -- -

9 VEHICLE • SCV

9a Rc\..!. istration no. or the Car

9b Date of rce:istrationl Ree:i stration authority

9c Make

9d Model ge Manufacturinl! Year

9f Are vo u the owner of the Vehicle/Car?

9. Is the Vehicle/Car offered by )OU is a commercial vehicle?

Have you submitted a copy of the R.C BookIBlue Book/Smart card herewith?

10h

Have you submitted a copy of profit and loss account and balance sheet lor the financial year

11 2012-13 to 2014-15

12 Have you submitted a copy of latest Income Tax return filed by you

Date:

Place:

ANNEXURE-III (PROFORMA FOR FINANCIAL BID)

I.Name & address and te lephone no . of the Tenderer i.e. the ADolicant Contractor

2.Permanent Account Number

YesINo

YesINo

YesfNo

Yes/No

Ycs/No

Signature of Vendor"

Name:

Stamp:

Seal

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3.Name & address of the Proprietor/Partners/Directors/ And their PAN

4.Rate, chart per vehicle for staff car. (Exclusive of Service Tax). ~-~

Make/Model I I

of Vehicle I Sr.No. Description & Rate (Rs.)

SCY

I For 2500 kms & 360 hours per month

For every extra km beyond 2500 kms (per 2 month)

For every extra hour beyond 360 hours (per ) month) ~

4 Registration No. of the Vehicle.

5 Rate as per financial bid.

6 Whether owned by the bidderYeslNo Yes/No

Bank alc. No., bank and branch, branch code, 7 MICR code, IFSC code.

S I-lave you submitted a cance!!ed blank cheque?

Name & Signature of the Authorized Signatory

,