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...-.~Cfte;ld&lCf5h! (RO l!Cf 6"0) CPT ~, fcile;h!, QGGtIOFFICE OF THE ACCOUNTANT GENERAL (A&E), BIHAR, PATNA

Tender/ Quotation NO.-02(20-21)

No. GO/ Hire of Vehicle(20-21)/Oate:- 04/08/2020

To,

Sealed quotations are invited from eligible/willing transporters/tour and travel agency tohire one inspection vehicle such as Swift Dzire / Honda City/ Honda Amaze not older than 2018model for office use on monthly basis for the period of one year. The rate should be quoted in theprescribed format along with this letter. The financial bid along with the relevant documentshould be submitted to this office within 10 days from the date of receiving/publishing of thistender.

SI.No. DescriptionI. Date of Publication of Tender Notice 31.07.202. Last date & Time of submission of Tender Notice 18.08.20 [4:00 pm]3. Venue of submission of Tender "Tender Box" Grievance Cell,

Ground Floor, 0/0 The ProAccountant General, Patna,Bihar.

4. Venue of Opening Of Tender Chairman, Tender Committee5. Date of opening of Tender 19.08.20 [11.00 am]

Terms & Conditions:-I. Vehicle is required for this office. Vehicles will be used by officials of the office for

office work only.The duty hours and kilometers will be calculated from the reporting time to releasingtime of the vehicle on each day. Extra run of half hour each for reporting and for garagingwill be entertained. The bill should be prepared on the basis of day andtime/kilometer/monthly figures in the report release column of the duty slip.The Log BooklDuty slip required to be maintained by the contractor as per Performaspecified by General Section, which has to be acknowledged by the controlling officer/user of the vehicle.While on duty, the driver should keep the proper and up to date records of the vehicleslike valid driving license etc.

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5. The courtesy and good behavior on the part of the driver is essential. Discourteous &carelessness on the part of the driver shall not be accepted and should be replacedimmediately, if desired so.

6. The driver deployed by the contractor should fulfil following conditions:-a) The driver should have valid taxi driving license with a minimum experience of three

(3) years of driving the cars.b) Driver should wear the prescribed uniform as well as Identity card, while on duty.c) The driver on a particular vehicle should not be frequently changed.d) Driver on duty should be provided with mobile phone for easy communication. The

expenses for mobiles shall not be borne by the department.e) Driver should be decent and well behaved. The driver should not have criminal

antecedents and it shall be responsibility of the contractor to verify his backgroundbefore deployment and to get the police verification conducted.

t) The conduct of the driver will be sole responsibility of the contractor and in thisregard, department shall not be responsible in any manner, whatsoever.

g) Drivers should be conversant with all important places in Bihar.7. The bidder must have past experience of providing minimum at least 05 (five) vehicles

on hire to at least three government organizations/ PSU's during last 03 years. A list ofsuch vehicles with self attested copies of RCs should be attached with the quotation.

8. The bidder should have a minimum annual turnover of Rs. 25 lakh each during the lastthree financial years i.e. 2016-17,2017-18, & 2018-19. Copies of profit and lossaccount and balance sheets duly certified by a CA along with ITR for these years must beenclosed with the quotations.

9. The bidder should be in position to provide standby car within half an hour ofbreakdown of the contracted vehicle. In case alternative vehicle is not supplied within thestipulated time, all expenses, including charges for hiring of taxi from open market, are tobe borne by the firm.

10. The vehicle [Honda Amaze/ Honda City/ Swift Dzire] to be provided should be white/Cream White/Diamond white in colour. The make of the vehicle should be specifiedseparately and the models made should not be those of earlier than 2018 and having runfor not more than 20,000 Kms.

II. The vehicle should be fitted with all modern features such as clean loose seat covers,tissue paper box, car perfume, umbrella during monsoon.

12. The vehicle should carry a designation plate as designed by the department for which noseparate payment shall be made. The designation plate should be covered when theconcerned officer is not occupying the vehicle.

13. - The balance unused kilometer/ hours during a month for the vehicle shall be carriedforward and will be available for adjustment against the excess Km/ hrs of that vehicle(or any other vehicle replaced in place of that particular) in any succeeding months andany cumulative shortage will lapse at the end of a contract year. For example, if ac carruns for 700 kM in a first month of contract, say August 2020, then the unusedkilometers i.e. 500KM (1200KM-700KM) shall be available for adjustment againstexcess Kilometers run in any subsequent month till validity of the contract.

14. The unused hour for a driver in a month will also be adjusted against excess hours insubsequent months on similar lines.

15. Detailed evaluation:- The office shall evaluate the financial bids of eligible bidders(qualifying technical bids) to determine the L-I bidder as per following calculations:-

Charges for one AC vehicle (on monthly basis) monthly charges quoted+ Charges for200 Extra Km per month + Charges for 10 extra hours per month + charges for 01 daysnight halt.

16. All the rates must be written in both figures and words. Corrections, if any, should beauthenticated by countersigning.

17. An undertaking from the bidder firm letter head stating that the firm has not beenblacklisted by any Central Government Department/ Ministry/ PSU/ Bank, or StateGovernment etc. must be attached with the bid documents.

18. The bidder should deposit EMD amounting to Rs.l O,OOO/-(Rupees ten thousand )alongwith the technical bid in the form of Demand Draft/ Pay order payable to the PAO .Audit,0/0 The Pro Accountant General(A&E), which will be returned to the unsuccessful bidderon final ization and award of contract to the L 1 firm and to the successful bidder onreceipt of performance security deposit equivalent to 10% of the total contract value inthe form of FD/BGINSC in favour off Pledge to PAO .Audit, % The Pro AccountantGeneral(A&E). The bid without EMD shall be rejected and no correspondence will beentertained in this regard.

19. Sealed quotations will be submitted in two bid system namely Technical and Financial intwo different sealed envelops/covers and the same should be kept in a third sealedenvelop / cover superscribing" QUOTATIONS FOR HIRING OF ENVIRONMENTALFRIENDLY CAR IN THE % THE PRo ACCOUNTANT GENERAL (A&E)". Thetechnical bid will contain only documents relating to eligibility criteria and EMD.

20. Performance Security Deposit which will have to deposit in the form of Bank Guarantee(BG)/FDINSC from a reputed bank. The BG should be valid for sixty days beyond thedate of completion of contractual obligations. In case of the contract is extended beyondthe initial period of one year, the validity of Performance Security Deposit from the firmby the way of BG/FDINSC will also be renewed.

21. Only such tour operator/ agency may submit their quotations whose cars/ taxies havebeen duly authorized by the concerned RTO for the use as public transport and who havetelephone connections available at their premises/ garage/ stands from where such taxies/cars are to be operated and can be requisitioned by this office.

22. Vehicles provided should bear commercial Taxi Cab Registration Numbers and shouldhave comprehensive insurance and Drivers so provided with the vehicles shall havecommercial LMV Driving License and Badges.

23. The contractor will be solely responsible for all actions including payment of any types ofclaims arising out of infringement of rules, regulations, accidents or any other unforeseenhappening. In case the vehicle is withdrawn for maintenance/repair/breakdown, asubstitute vehicle should be provided forthwith.

24. The contractor must have an office in Patna Area and is required to furnish a round theclock contact telephone number for easy contact.

25. In case of emergency i.e. breakdown en-route, contractor shall have to arrange foralternate vehicle for escorting persons and materials.

26. The liability arising out of accident of the hired vehicle under relevant sections ofrelevant motor vehicle act and IPC shall solely be on the contractor. The hiring authorityhas no responsibility whatsoever, and will not entertain any claim in this regard under theprovision of the law.

27. The engagement and employment of drivers and payment of wages to them, as perexisting provisions of various labour laws/regulations, if not adhered to, shall be deemedto breach of this contract.

28. The contractor shall assign the job of driving of hired vehicles only to qualified,experienced, licensed drivers and also assume full responsibility. for the safety andsecurity of the riders. The essential spares are to be stored in the vehicle for trouble freedriving. The office shall have no direct or indirect liability arising out of negligent, rashand impetuous driving which is an offence under relevant section of IPC and any losscaused to this office will have to be suitably compensated by the contractor.

29. Vehicles having registration shall be supplied to this office and taxes etc. due on suchvehicles shall be liability of the contractor. The cost of lubricants, repairs, maintenance,taxes, insurance, etc. will be the contractor's liability.

30. The office will not reimburse toll taxes, parking charge and state passenger tax whereverincurred. The driver is to be provided with petty cash from the contractor for the purpose.

31. The vehicles deployed during the requirement at any point of time should be new/in goodcondition, well maintained and in perfect running condition as per this office requirementwith proper pollution check and valid pollution certificate ..

32. Journey within Patna area will be treated as local journey.33. The vehicle sent to this office on requisition must have all relevant documents like

registration BooklDriving license/lnsurancelRoad Tax Receipt/Permit fee/PollutioncertificateslPassenger Taxi Border Taxi Mobile Phone etc. The vehicle should be licensedand conform to all Govt. rules and regulation being in force from time to time.

34. If the vehicle does not report at the requisitioned time or not found in good condition orwithout proper documents, the vehicle may be rejected and sent back. 0 payment shallbe made on account of car so rejected.

35. This office also reserves the right to impose penalties for unsatisfactory services whichmay include:SI. Description PenaltiesNo.I. Poor service of such as delayed arrival/departure at One day charge on each

the designated stop/place occasion.2. Misbehaviour by the staff with the user One day charge on each

occasion.3. Disruption in the schedule/ non-availability of the The day of absent+ IO%of

cars on any day monthly contract valueexcluding of GST.

4. Violation of instructions given by this office One day charge on eachoccasion.

5. Poor quality of cars(both interior & exterior) One day charge on eachoccasion.

6. Break down services-Not provided vehicle within Market rate of hiring ofhalf an hour of break down vehicle

36. The successful bidder shall not subcontract, transfer or assign the task to any otheragency without the previous written approval of this office. In case the contractorcontravenes this condition, this office shall be entitled to place the contract elsewhere atthe cost and risk of contractor and all expenses borne on this account shall be recoveredfrom him.

37. The extent they are applicable to this establishment The contractor shall be responsible forcompliance of relevant labour laws or any other Act to Iworkmen.

38. Document to be submitted by the contractor:-

I Certificate of Income Tax Clearance, PAN (self attested)II Copy of GST registration (self attested). Without GST registration, the bid will be

summarily rejected.III Experience of providing four wheelers to Govt. Organization/PSU.IV Registration under ES I EPF if applicable by the firm.39. Intending bidder should read the terms and conditions carefully before filling the rates.

The submission of bid is treated as acceptance to the terms and conditions. Norepresentation in this regard shall be entertained afterwards.

40. The rates once quoted shall be applicable for the period of one year from the date ofaward of contract. No change in this rate shall be entertained before the expiry of theyear.

41. If the services are found unsatisfactory, the service of the agency shall be terminated atany point of time. The decision of this office shall be final & no representation in thisregard shall be accepted.

42. The contract may be renewed further if the services are found satisfactory.

43. The contract is for 1200 Km in a month. The ehicle run extra will be paid as per extrahours rates. Normal working Hours are 09.00 AM to 08.00 PM from Monday to Fridaybut the vehicle may also be called beyond normal working hours & days due to exegencyof Official work & bidders are strictly comply to the terms of this contract. 0 extraHours shall be charged by the bidders for providing vehicle ..

44. The firm should maintain a log book and it will be countersigned by the user of thevehicle on daily basis to validate the Km travelled by car on each day.

Sr. Accounts Officer/GD

Technical Bid

SI. Description Details Page No.no.I. Name of Firm & Address

2.Name of the proprietor of the firm

-.oJ.Telephone no. of Agency and proprietor

4. The tender should be accompanied by earnest money of Rs. 10,000/-(Rs. Ten thousand only) in the form of Demand Draft! Pay Orderdrawn in favour ofPAO Audit, without which the tender will not beconsidered.

5. Certificate regarding registration of firm in Patna.

Copies of Documentary proof of same must be enclosed.6. The bidder must have PAN no. , Copy of documentary proof of the

same must be enclosed.7.

ITR during the last 3 years, 2016-17,2017-18 & 2018-198. The bidder should have minimum turnover ofRs. 25 lakh per

annum. Documentary proof should be attached.9. Successful and satisfactory completion of at least three contracts/

work each amounting to a value of less than------Iakh per annumduring the last three years.

10. Copies of Profit and Loss Accounts and balance sheets for the lastthree years i.e. 2016-17,2017 -18 & 2018-19.

11. GST Registration Number. (Copy of GST Registration Certificate tobe attached)

12. Copies of experience proof i.e. providing at least 5 cars in 3 years toGovt. Organizations/PSU's. List the cars along with self attestedcopies of RCs along with the work order issued.

13.ESIC and EPF registration certificate

14. The bidder must submit an undertaking on its letter head stating thatthey have not been blacklisted by nay State/Government! CentralGovernment! PSU Department in India

15. All pages of the tender document and all enclosures should beserially numbered and signed by the bidder.

I understand the terms and conditions of the Tender otice and undertake to accept these termsand conditions.

Name with seal

Financial Bid of various vehicles required on daily basis by % The ProAccountant General

Sl. Type of vehicle Monthly rate Extra Extra Night totalNo for 1200 Km in Hours(beyond KM(beyond Ha1t( One

a month & for 10 extra 1200Kmin night)hour in a month) formonth) 200 Kmper

month1. Swift Desire2. Honda City3. Honda Amaze -

I1We have read and understand the terms and conditions given in offer letterand do hereby affirm that I1We abide by the terms and conditions.

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Signature of Tenderer

Name of the Tenderer

Seal of the firm

Telephone/Mobile No.

Address of the Tenderer