I F. No.Pr.CCIT/Admn(G I. )/ 11-2/2015-16

GOVERNMENT OF INDIA OFFICE OF THE PRINCIPAL CHIEF COMMISSIONER OF INCOME TAX

ODISHA REGION, RAJASWA VIHAR, BHUBANESWAR-751007.

TENDER CALL NOTICE

Sub: NOTICE INVITING TENDER FOR HIRING OPERATIONAL VEHiClES BY INCOME TAX DEPARTMENT, ODISHA REGION.

The Principa l Chief Commissioner of Income Tax, Odisha Region, Bhubaneswar

intends to hire Operational Vehicles for operational works of the Income Tax Department

in Odisha State. The preferred models of vehicles are available in the Tender Document. Hiring shall be initially for a period of 2 (two) years extendable for further period at the discretion of the Department, subject to satisfactory services by the prospective bidders.

2. Reputed transport operators/travel agencies/contractors or individuals having

requisite number of vehicles and infrastructure may obtain the tender documents on any office day between 11.00AM to 5.00PM from 08-06-2015 to 19-06-2015 from the office

of the Principal Ch ief Commissioner of Income Tax, Odisha Region, 1" Floor, Aayakar

Bha",(an, Rajaswa Vihar, Bhubaneswar-751007 on payment of tender fee of Rs.I000/- in

the form of Demand Draft (non-refundable) drawn in favour of the Deputy Commissioner of Income Tax(Hqrs.)(Admn. & Vigilance), Office of the Pro Chief Commissioner of Income

Tax, Bhubaneswar in any nationalised Bank and payable at Bhubaneswar .

3. last date for submission of completed tender forms is 22-06-2015 before 4.00PM

in the office of the Principal Chief Commissioner of Income Tax, 1" Floor, Aayakar Bhawan, Rajaswa Vihar, Bhubaneswar-751007 either by Speed Post or in person. The

tender will be opened on 24-06-2015 in the office of the Prin(ipal Chief Commissioner of

Income Tax, 1" Floor, Aayakar Bhawan, Rajaswa Vihar, Bhubaneswar-751007 at 4.00PM

Bidders who would like to present during the opening of the Bids may do so by personally or through their representatives. Any change in the date/timing/venue of opening of the

Bids shall be notified to the prospective bidders over telephone/mobile, thus they must give their contact telephone/mobile numbers (more than 1) and address on the left

bottom of the sealed tenders. For further detai ls please visit www.incometaxindia.gov.in.

4. Bidders who have already submitted their bids with this office in response to the Tender call Notice dated 14-05-2015 may submit fresh bids without the EMD and Tender

Fee, otherwise their bids in response to the earlier...notice dated 14-05-2015 will be

opened on 24-06-2015. ~

Date : 05-06-2015 ( Lal ~

Seal

Deputy Commissioner of Income Tax (Hqrs.)(Admn.Vig.)

Office of t he Principal Chief Comm issione·~ of Income Tax Odisha Region,1" Floor,Aayakar Bhawan,Rajaswa Vihar,Bhubaneswar

Te l No. 0674-2589466, Mobile No. 9438917532

F. No.Pr.CCIT/Admn(Gl.)/II-2/2015-16

GOVERNMENT OF INDIA OFFICE OF THE PRINCIPAL CHIEF COMMISSIONER OF INCOME TAX

ODISHA REGION, RAJASWA VIHAR, BHUBANESWAR-751007.

TENDER DOCUMENT

Sub: NOTICE INVITING TENDER FOR HIRING OPERATIONAL VEHICLES BY THE INCOME TAX DEPARTMENT, ODISHA REGION.

The Principal Chief Commissioner of Income tax, Odisha Region,

Bhubaneswar on behalf of the President of India, invites quotations in sealed

covers from reputed vendors latest by 22-06-2015 (4.00PM) for hiring of

Operational vehicles of different models (only Diesel/Petrol run) for the use of

the Income Tax Department in Odisha State at the following stations:

Sl.No. Place of duty Number of vehicles to be hired

Total Mid-size Small-size

01. Bhubaneswar 12 11 1

02. Balasore 1 1 0

03. Berhampur 1 1 0

04. Cuttack 3 3 0

05. Sambalpur 3 2 1

06. Rourkela 3 1 2

07. Baripada 1 1 0

08. Bhawanipatna 1 1 0

09. Bhadrak 1 1 0

10. Keonjhar 1 1 0

11. Paradeep 1 1 0

12. Dhenkanal 1 1 0

13. Khurda 1 0 1

14. Puri 1 1 0

15. Phulbani 1 0 1

16. Rayagada 1 0 1

17. Jeypore 1 0 1

18. Bolangir 1 1 0

19. Bargarh 1 1 0

20. Jharsuguda 1 1 0

21. Jajpur 1 0 1

22. Angul 1 1 0

23. Kendrapara 1 0 1

TOTAL 40 30 10

2. The preferred vehicles to be hired by the Income Tax Department are : (a) MID-SIZE vehicle :Preferably MAHINDRA SCORPIO,TOYOTA- INNOVA,

TATA SAFARI, MAHINDRA XYLO, MAHINDRA SUV

or any other vehicles capable of carrying 7 or more

persons, except the Driver of white colour only

(b) SMALL SIZE Vehicle : Preferably MARUTI SWIFT DEZIRE, VOKSWAGEN VENTO,

TATA-INDIGO , HONDA AMAZE or any other vehicle of

similar nature of white colour only

3. The model and make of the Mid size vehicle as well as of the Small size vehicles

shall be at the discretion of the Competent Authority or a Committee constituted for

evaluating the tenders. Different models of vehicle from different vendors may be hired based

on the financial bid received for each model. The vehicles preferably should be a brand new

or must not be more than 2 (two) years old thus manufactured not earlier than 1st June,

2013 and should not have run more than 30,000 Kilometers

4. Hiring shall be initially for a period of 2 (two) years extendable for further period of

1(one) year at the discretion of the Department subject to satisfactory services by the

prospective bidders.

5. The vehicles should preferably be registered with the respective jurisdictional place of

the Regional Transport Office (RTO). However, the bidders can bid for more than one stations.

In that case, the Bidders shall have to submit Bids separately for each station as at para 1.

When a Bidder is bidding for more than one station, he has to indicate the number of

vehicles (Midsize or Small size or both) he can provide for a particular station. In that

case, the rates quoted by him should be same for a particular size, make and model.

6. The Bid shall consist of two parts : TECHNICAL BID and FINANCIAL BID . Both bids

are to be placed in two separate sealed envelopes (clearly superscribing ‘Technical Bid’ and

‘Financial Bid’) which in turn are to be placed in one sealed cover superscribing “TENDER

FOR HIRING OF OPERATIONAL VEHICLES BY THE INCOME TAX

DEPARTMENT,ODISHA”. Bids of all parties whose Financial Bid is not in a separate

sealed cover or the rates quoted by them find mention in their Technical Bids, shall be

rejected forthwith. All the information sought under the head ‘Conditions’ and ‘Other

Information to be supplied’ is to be given in the Technical Bid while price quoted for the

same will have to be mentioned only in the Financial Bid. The Financial Bids of only

such parties shall be opened whose Technical Bids are found to be eligible while the

disqualified bidders’ Financial bid shall remain unopened. When the Bidder is bidding

for more than one station as at para 1 above, the sealed envelopes should contain the name

of the station ( to be written in BOLD CAPITAL LETTERS) at the top left corner of all the

sealed envelopes (i.e. ‘Technical Bid’ , ‘Financial Bid’ as well as the envelope

superscribing TENDER FOR HIRING OF OPERATIONAL VEHICLES BY THE

INCOME TAX DEPARTMENT,ODISHA containing the former two, for a particular

station)

7. The Technical Bids shall be opened at 4.P.M on 24-06-2015 in the office of the Principal Chief Commissioner of Income Tax, 1st Floor, Aayakar Bhawan, Rajaswa Vihar, Bhubaneswar-751007. Bidders who would like to present during the opening of the Bids may do so by personally or through their representatives . Any change in the date/timing/venue of opening of the Bids shall be notified to the prospective bidders over telephone/mobile, thus they must give their contact telephone/mobile numbers (more than 1) and address on the left bottom of the sealed tenders.

8. ELIGIBILITY CRITERIA FOR THE BIDDERS (Supporting evidences should be submitted

alongwith the Technical Bid): i. The Applicant Vendor should own sufficient number of vehicles at the time of

making application for the contract and should produce evidences to that effect. ii. The Applicant Vendor should have a reputed client base and should not have been

blacklisted by any Government Department in last 5 years. The client list alongwith proof of work order received should be submitted in support of the same.

iii. The above conditions shall not apply to Government or Semi-Government

Enterprises. 9. INFORMATION TO BE GIVEN IN THE BIDS :

A. TECHNICAL BID :

Eligible transport contractors, tour/taxi operators, travel agencies or

individuals are requested to provide the following information in the PROFORMA

enclosed with this tender document:

1. Name and address of the Bidder :

2. Nature of Business :

(whether transport contractor or

tour/taxi operator or travel agency

or Individual)

3. Turnover in the past three years : (a) F.Y. 2011-12 :

alongwith documentary evidence (b) F.Y. 2012-13 :

[ Balance Sheet and (c) F.Y.2013-14 :

Profit & Loss Account

and Auditor’s report, if any)

4. Income Tax Assessment particulars :

(i) Assessment Ward/Circle where being assessed :

(ii) Permanent Account Number(PAN)

(iii) Returned total income: (a) A.Y. 2012-13 :

(b) A.Y. 2013-14 :

(b) A.Y. 2014-15 :

5. Number of vehicles presently owned by the vendor

along with proof of ownership of each vehicle :

6. If the vehicles not owned are to be placed in service,

Contract with the owner placing the vehicles at the disposal of the bidder or a letter from the Dealer in respect of supplying the vehicle(s) to the Bidder in the event of award of hiring contract

7. Number of vehicles can be provided by the vendor :

MID SIZE SMALL SIZE

8. Details of hiring of vehicles done in the past (a) Name & address of the parties to whom vehicles

were givenon hire during last three financial year : (b) Period for which the vehicles were hired out : (c) Number of vehicles given on hire :

B. FINANCIAL BID (Before quoting the rates please read the general terms & conditions )

(a) The rate for hiring of vehicles should be quoted for 3000kms. Per month

(b) The rates for vehicles run by : (i) MID SIZE VEHICLE : 1. PETROL : 2. DIESEL : (ii)SMALL SIZE VEHICLE : 1. PETROL : 2. DIESEL :

GENERAL TERMS AND CONDITIONS 1. The Principal Chief Commissioner of Income Tax,Odisha Region, Bhubaneswar

(herein referred to as the Pr.CCIT) reserves the right to postpone and/or extend the date of receipt/opening of the tenders or to withdraw the same, without assigning any reason thereof.

2. Rates/Quotations duly filled in, will be received upto the date and time mentioned in the letter/advertisement given in the newspaper or website.

3. Tender Fee of Rs.1000/- which is payable in the form of Demand Draft drawn in any Nationalized Bank and payable at Bhubaneswar should be favour of the Deputy Commissioner of Income Tax (Hqrs.)(Admn. & Vigilance), Office of the Pr.Chief Commissioner of Income Tax,Bhubaneswar.

4. The Bidder will not canvass in any way any person/authority for availing the contract. If found so, the tender of the Bidder doing so will be rejected .

5. The tender must be submitted alongwith a Demand Draft drawn in favour of the Zonal Account Officer(CBDT),Bhubaneswar for Rs.5,000/- (non-interest bearing) as the Earnest Money Deposit (EMD). Bid submitted without EMD shall summarily be rejected. The EMD of the successful bidder will be refunded after furnishing of the Security Deposit and the EMD of all other bidders will be refunded within 30 days of the completion of the Bidding process.

6. The successful bidder shall deposit Rs.5,000/- per vehicle ( for MID SIZE vehicle) and Rs.3,000/- per vehicle ( for SMALL SIZE vehicle) as Security Deposit (non-interest bearing) in the form of Demand Draft in favour of the Zonal Accounts Officer (CBDT),Bhubaneswar which is subject to forfeiture in case of termination of the contract due to the failure to abide by the terms and conditions of the contract (or Agreement) by the Vendor. Penalties may also be recovered from the above stated Security Deposit.

7. All the rates must be written both in figures and words. Corrections, if any, is to be made by crossing out, initialling, dating and rewriting shall be authenticated.

8. The vehicles should be in excellent conditions. Preferably the colour of the cars will be white. They should have been manufactured on or after 01-06-2013 and should not have run more than 30,000 kilometres . All the vehicles must have valid taxi permit to run in the territory of Odisha. If the vehicle(s) requires to ply beyond the territorial limit of Odisha, the Bidder shall have to bear the related cost with regard to outside permit of his/her vehicle, as and when decided by the Hirer. The vendor will have to put up a separate board on the vehicle displaying “ON GOVERNMENT OF INDIA DUTY”.

9. The vehicle shall be for the exclusive use of the Income Tax Department and will be at the

disposal of the Department for 7 days-a-week. The vehicle of a particular station/Income

tax Office may be requisitioned for deployment in a different station/Income Tax Office.

The Department may prohibit using the vehicles, by the vendor, for any other purpose. The

said vehicle shall run a maximum of 2500 Kilometres per month.

10. Contract charges include monthly charges of the driver, repairs and maintenance of vehicle, insurance, petrol/diesel, oil and also any other incidental expenses. For claiming the contract charges the vehicle should run atleast 500 kilometers in a month. The monthly charges shall be as below:

A. FOR MID-SIZE VEHICLE (having the carrying capacity of more than 7 persons, except the Driver) :

i) Contract Charges :- Maximum Rs.25,000/- per month. For claiming the contract charges the vehicle should run at least 500 kilometers in a month

ii) Running Charges :- Maximum Rs.15,000/- per month, to be linked with the kilometres actually run and shall include:

1. Fuel : 10 kilometre per litre. (minimum mileage) 2. Mobil : 1 litre of mobile for every 500 kilometres. (minimum kilometre) 3. The Contractor/owner can claim the fuel and mobil price as per the Log Book

depending upon the distance covered during a particular month. Note: The contract charges in no case shall exceed Rs.40,000/- per month inclusive of the

expenses items as stated at sub clauses(i) and (ii) above.

B. FOR SMALL SIZED VEHICLE : i) Contract Charges :- Maximum Rs.20,000/- per month. For claiming the

contract charges the vehicle should run at least 500 kilometers in a month ii) Running Charges :- Maximum Rs.10,000/- per month, to be linked with the

kilometres actually run and shall include :

1. Fuel : 15 kilometre per litre. (minimum mileage) 2. Mobil : 1 litre of mobil for every 500 kilometres(minimum kilometre) 3. The Contractor/owner can claim the fuel and mobil price as per the Log Book

depending upon the distance covered by during a particular month. Note : The contract charges in no case shall exceed Rs.30,000/- per month inclusive of the

expenses items as stated at sub clauses (i) and (ii) above.

11. In the case of any accident, all the claims arising out of such event shall be met by the Contractor. The Contractor will be responsible for any loss/damage to the property because of negligence of the driver or poor maintenance of the vehicle or due to any accident . The Department will not be responsible for any such loss.

12. The vehicle shall be kept neat and clean and in perfect running condition thought the duration of the contract.

13. If the vehicle goes out of order, for any reason, the Contractor shall provide a substitute vehicle immediately. In case the vehicle does not report on time/does not report at all, the Hirer shall have a right to hire vehicle from the market and the additional cost incurred by the Department shall be borne, and therefore, reimbursed by the Contractor

14. Payment for a particular month shall be made in the following month on presentation of the bill by the Contractor with respective Income Tax Office to which the said vehicle would be assigned. TDS and other deductions shall be made as per the law.

15. The driver of the vehicle should have valid driving license with 5 years of experience and the vehicle should be registered with the authorities concerned of Central/State Government. A certificate to this effect should be provided by the Contractor. The driver of the vehicle provided must follow traffic rules and other regulations prescribed by the Government from time to time.

16. The contract for a vehicle can be terminated at any time after giving, one month notice without assigning any reason by the Department and two months’ notice by the Contractor.

17. The Driver must observe all the etiquette and protocol while performing the duty. He must be neatly dressed, should wear proper uniform (jeans & T. Shirts not permitted) and must carry a mobile phone in working condition, for which, no separate payment shall be made by the Department . The Driver must be asked to report on time as stipulated by the designated end user being the Competent Officer or other officer as assigned by such Competent Officer. He shall leave only when expressly permitted to do so by the same end user.

18. The Contractor and the driver shall be bound to carry out the instructions of the Department as well as of the Officers to whom the vehicle is assigned or under whose control the vehicle is put.

19. The Contractor shall provide separate dedicated vehicle and driver for each office of the Income Tax Department. Any change in vehicle and/or driver should be made only in very exceptional circumstances and with the prior permission of the concerned office. However, in no case the said vehicle should be older than 1 year and it should not have run more than 20,000kms by the date of change.

20. No other person except the Contractor’s authorised representative/driver shall be allowed to enter the office premises.

21. Within the office premises, the Contractor’s personnel/driver shall not do any private work other than the assigned duties.

22. The Contractor shall ensure that peace and order is maintained in the office

premises by his employees.

23. The Contractor or his representative would ensure that all his personnel/driver would behave courteously and decently with the Officers/Officials of the Income Tax Department and also ensure good manners

24. A daily record indicating the time and mileage for each vehicle shall be maintained in

a Log Book which must have the signature of the person who uses that vehicle on a particular day/for a particular journey. Unless and until the Log Book is maintained and updated properly, the contractor can raise the bills for payment.

25. A dedicated vehicle & driver must be provided for the designated end user being the Competent Officer or any other officer as assigned by such Competent Officer & changes will be allowed only in exceptional circumstances. The vehicle must be available at any time or any day as desired by the Officer concerned on 24 X 7 basis. However, for the purpose of maintenance and servicing a maximum of 2 days off will be available to the Contractor. In the case of a Midsize vehicle for absence beyond 2 days a month, from the amount due to the Contractor will be recovered @ Rs.1,000/- for day from its monthly bill. In case of a small size vehicle for absence beyond 2 days a month, deduction shall be Rs.500/- per day from its monthly bill.

26. The vehicles are to be parked in the office premises.

27. A penalty of Rs.800/- for a mid size vehicle and Rs.500/- for a small size vehicle per day per vehicle may be levied if any vehicle fails to meet the terms & conditions prescribed herein on any day. However, in case of frequent violations of the terms & conditions, the contract can be cancelled forthwith without any notice.

28. The successful bidder shall be required to produce the vehicle in the concerned office of the Department for physical verification/inspection.

29. The vehicle should be registered as public service vehicle (commercial vehicle) with the competent authorities of the State Government.

30. All legal obligations in respect of the vehicle ie. Road Tax, RTO registration and permissions etc. And in respect of the driver i.e. minimum wages as per Govt. Regulation, social security etc. will be the responsibility of the Contractor.

31. TERMS OF PAYMENT :-

a. The monthly consolidated bill in triplicate for the number of vehicles hired will be submitted with the respective office of the Income Tax Department in Odisha Region to which the vehicles are to be allotted, within five days of the end of the month along with the up-to-date Log Book. The Log Book shall be got duly verified by the officer-in-charge or any officer/official authorised by

TECHNICAL BID Sl.No  Description  Particulars 

1  Name,address &  telephone number of  the Vendor ( i.e. the Applicant Contractor) 

     

2  Nature  of  Business  (whether transport contractor or tour/taxi operator or travel agency or Individual) 

 

3  Turn over in the past three years along with documentary  evidence  (  Copy  of  P&L, Balance  Sheet  and  Auditor’s  Report,if  any  to be submitted) 

Financial Year 

Figures in 

Rupees 

Whether copy of P&L Account, Balance Sheet and Auditor’s Report have been enclosed 

P&L A/c  

Balance Sheet 

Auditor’s Report 

2011‐12          

2012‐13          

2013‐14          

4  Income Tax Particulars  

i  Income  Tax  Ward/Circle  where  being assessed 

 

ii  Permanent Account Number   

Iii  Returned  Income   Assessment  Year 

Figures in Rupees (Total Income) 

    2012‐13   

    2013‐14   

    2014‐15   

5  Number of vehicles presently owned by the vendor along with proof of ownership of each vehicle 

Numbers of vehicles  Whether  proof  of ownership is enclosed 

   

6  If  the  vehicle    not  owned    is  to  be  placed  in service,  copy  of  the  contract/agreement  with the owner placing the vehicles at the disposal of the  bidder    or  a  letter  from  the  Dealer  in respect of supplying the vehicle(s) to the Bidder in  the event of award of hiring contract are  to be submitted

Whether  the  Bidder has  submitted    a  copy of    the  contract/ agreement  with  the owner of the vehicles   

Whether  the  Bidder has  submitted  the letter from the Dealer  

   

7  Details of hiring of vehicles done in the past MID‐SIZE(7+1 seater)  SMALL SIZE 

(a)  Name  &  address  of  the  parties  to  whom vehicles were  given  on  hire  during  last    three financial year   (maximum 5  parties)                

 

 

 

 

  

   

(b)  Period  for  which  the  vehicles  were/has  been hired out   

   

   

   

   

   (c)  Number of vehicles given on hire 

    

   

   

   

   8  Provident  Fund  Number  allotted  by  the 

Regional Provident Fund Office (attach copies of last 3 years’ P.F. deposit) 

   

9  E.S.I.  Registration  No.  (attach  copies  of  last  3 years’ proof of deposit 

   

10  Service  Tax  Registration  (attach  last  2 years’service tax returns copy) 

   

11  Number of vehicles, the vendor is presently bidding for

SMALL SIZE  

MID SIZE 

  Model of the Vehicles  No. of vehicles being 

offered for hire  

Model of the Vehicles  No. of vehicles being offered for hire 

a         

b         

c         

d         

e         

12  Details of year of make and kilometres run by the vehicles 

  Model  of vehicle 

Year of make  Kilometer run  Model  of vehicle 

Year of make  Kilometer run 

a     

b     

c     

d     

e     

   Date:                   Name  & Signature  

of the Authorised signatory   

 

 

FINANCIAL BID 1. \Name, address & telephone 

number of the tenderer i.e. the  Applicant Contractor 

  2. Rate chart per vehicle  

(exclusive of Service Tax,      other Taxes and duties) 

 

MID SIZE VEHICLE  SMALL SIZE VEHICLE 

Model Name  & Make * 

Contract charges   (in Rs.) 

Running Charges(in Rs.) 

Model Name  & Make 

Contract charges 

Running charges(Rs.) 

Fuel (mileage) 

Mobil Fuel (mileage) 

Mobil

Petrol  Diesel  Petrol  Diesel

           

           

           

           

           

           

           

           

           

 3. Number of vehicles can be provided at the above rates: 

MID SIZE VEHICLE  SMALL SIZE

Model  Name  & Make* 

Number  of Vehicles 

Model Name & Make Number  of Vehicles 

   

   

   

   

   

   

   

   

   Note(*): Particulars  should be in the same sequence in both Tables. 

 Date:                   Name  & Signature  

of the Authorised signatory