THE ODISHA MINING CORPORATION LIMITED (A GOLD CATEGORY STATE PSU) BHUBANESWAR-751001 ODISHA TENDER DOCUMENT FOR HIRING OF VEHICLES THROUGH AGENCIES FOR USE AT ITS HEAD OFFICE AT BHUBANESWAR FOR A PERIOD OF 03 YEARS
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THE ODISHA MINING CORPORATION LIMITED (A GOLD CATEGORY STATE PSU)
BHUBANESWAR-751001 ODISHA
TENDER DOCUMENT FOR
HIRING OF VEHICLES THROUGH AGENCIES FOR USE AT ITS
HEAD OFFICE AT BHUBANESWAR FOR A PERIOD OF 03 YEARS
NOTICE INVITING TENDER NIT NO. 01/OMC/MECH/2017
Sealed tenders in conformity with the terms & conditions of the tender document available at OMC’s website http://www.omcltd.in, are invited by OMC from interested/ reputed travel agencies, fulfilling the eligibility criteria as stipulated in the tender document for providing hired vehicles on “monthly hire basis” & “As and When Required Basis” for a period of 03 years subject to renewal on year to year basis upon satisfactory performance of the agency, for use at its Head Office at Bhubaneswar. Interested bidders may download the tender document from OMC’s website & submit the filled-in bids as per the instructions in the tender documents through registered post/courier/hand delivery/speed post so as to reach the office of the undersigned on or before 3.00 P.M. of dt.20.09.2017. Tenders received after the expiry of the above stipulated date and time shall not be entertained. The authority reserves the right to cancel any or all the tenders without assigning any reason thereof.
AGM (Mechanical)
IMPORTANT INFORMATIONS
NAME OF THE WORK: -“INVITATION TO TENDER DOCUMENT FOR HIRING OF VEHICLES THROUGH AGENCIES FOR USE AT ITS HEAD OFFICE AT BHUBANESWAR FOR A PERIOD OF 03 YEARS”. A. BID ENQUIRY NO. 01/OMC/MECH/2017 B. ITEM DESCRIPTION Hiring of vehicles through agencies for use
at its Head Office at Bhubaneswar for a period of 03 years, subject to renewal on year to year basis upon satisfactory performance of the agency, for use at its Head Office at Bhubaneswar.
C. ESTIMATED WORK VALUE Rs.1,00,00,000/- (Rupees One Crore only) (approx.).
D. DUE DATE & TIME OF SUBMISSION
Dt.20.09.2017 by 15.00 Hrs “Indian Standard Time (IST)”.
E. PLACE OF SUBMISSION OF BID
Additional General Manager (Mechanical), OMC House, Post Box No.-34, Bhubaneswar-751001
F. DATE & TIME OF OPENING OF PART-I: Techno Commercial Bid & PART-II : Price Bid
Dt.20.09.2017 at 16.00 Hrs “Indian Standard Time (IST)”.
G. EARNEST MONEY DEPOSIT (BID SECURITY)
Rs.1,00,000/- (Indian Rupees One lakh) only
H. ZERO DATE OF CONTRACT The ‘Zero’ date of the contract will be the date to be intimated in LOI/ work order.
I. VALIDITY OF TENDER 90 days from the date of opening of PART-I. Techno Commercial Bid
J. COST OF BIDDING DOCUMENT (Non Refundable and Not Exempted )
Rs.1,180/- (Rupees One Thousand One Hundred Eighty) only inclusive of GST @ 18%.
K. OBTAINING TENDER DOCUMENTS Start (Web Site):31.08.2017, Close (Downloading from Web-Site): 18.09.2017.
BIDDER’S COVERING LETTER
To
The Additional General Manager (Mech.) The Odisha Mining Corporation Ltd. Post Box No.-34 Bhubaneswar -751001 (Odisha)
Dear Sir,
Ref : Tender No.:_____________________________
I/We________________________________________ offer for the works as indicated in the Tender notice and the Tender documents, at the rate quoted and hereby bind myself/ourselves to execute the work as per the scope stipulated in the Tender Documents.
I/We have read the conditions of N.I.T. and the Tender document attached hereto
and agree to abide by these conditions. I/We undertake that, if my/our bid is accepted, I/we shall execute the work in
accordance with terms & conditions stipulated in the tender documents. If my/our bid is accepted, I/we shall submit the securities as per the conditions mentioned in the contract.
I/We agree to abide by this bid for a period of 90 days from the date of bid
opening and it shall remain binding upon me/us and may be accepted at any time before the expiry of that period.
Until a formal agreement is prepared and executed, this bid together with your
written acceptance thereof in your notification of award along with the work order issued by OMC shall constitute a binding contract between us.
Bid submitted by me/us is properly prepared and sealed so as to prevent any
subsequent addition, alteration or replacement.
Dated: This ………… Day of ………………… (the month and year) Signature of Authorized Signatory ……………………………………….. In capacity of ………………………………………………………………… Duly authorized to sign the bid for and on behalf of …………………… Name of Bidder/ Bidding Firm : Address : Telephone No. : E-mail address :
Website : Status of Bidder : Proprietors/ Ltd. Companies/ Partnership Firm
1. SCOPE OF WORK:
THE ODISHA MINING CORPORATION LIMITED, Bhubaneswar, invites sealed tenders under two-bid system from interested/ reputed travel agencies for providing A/C vehicles of different types as detailed below for use on both “Monthly Basis” & “As and When Required Basis” at its Head Office at Bhubaneswar, Odisha, for a period of 03 years, on year to year renewal basis .
TABLE-I
Sl. No.
Basis of engagement
Type of vehicle Condition of the vehicle
Mode of utilization
Tentative requirement
1 Monthly Hire Basis
Indigo CS, Swift Dzire, Honda Amaze or equivalent
i. Must have been purchased on or after 01.10.2015. ii .Must be in perfect running condition.
i.To be utilized for a minimum of 12 hrs daily. ii. Monthly two off-days.
30 nos.
Honda City, Toyota Etios, Hyundai Verna, Maruti Ciaz or equivalent
2 As and When Required Basis
Category-I Indica A/C / Indica Vista or equivalent Category-II Indigo CS, Swift Dzire, Honda Amaze, Hyundai Xcent or equivalent Category-III Honda City, Toyota Etios, Hyundai Verna, Maruti Ciaz or equivalent Category-IV Scorpio, Xylo or equivalent Category-V Innova or equivalent
i. Must have been initially registered on or after 01.10.2015. ii.Must be in perfect running condition.
To be utilized for both local & outside tours (inclusive of tours to other States)
Selected bidder to provide vehicles as and when requisitioned by OMC. Requirement is frequent.
However, OMC reserves the right to distribute the work among maximum three number of participating bidders, agreeing to provide vehicles at the L1 price in the ratio 70:30 or 60:25:15 as applicable.
2. BIDDER’S ELIGIBILITY CRITERIA : Bidders intending to participate must fulfill the following eligibility criteria:
i) The bidder must be a Travel Agency having more than 30 no. of passenger
cars/SUVs with Taxi Permit under its control.
ii) Must have a minimum Annual Turnover of Rupees One Crore during any one of
the last three financial years (FY 2014-15 to 2016-17).
iii) Must be having GST Registration Number. Where bidder has got GSTIN but not
under “Renting on Hiring Motor Vehicle or Rent a Cab”, the bidder has to
enclose an undertaking that he will add the classification in the GST Certificate
for “Renting on Hiring Motor Vehicle or Rent a Cab”.
iv) Consortium Bids are not acceptable.
v) The bidder must have minimum experience of 03 years in supplying vehicles to
Govt. Organization/PSU/ Large private bodies (having a turnover of minimum
Rupees 50 Crores).
3. DOCUMENTS REQUIRED FOR SUBMISSION OF BID: i) Documents in support of possession of minimum 30 (thirty) nos. of Passenger
cars/SUVs with Taxi Permit is mandatory for Qualification. The list of Vehicles with
Make, Model, Registration No. and authenticated photocopy of RC Book are to be
enclosed by the bidder while submitting its bid. Besides in case the bidder has
entered into an agreement with any vehicle owner to use its vehicle, then the copies
of such agreements between the Owner(s) of the vehicles and the bidder agency
shall be furnished by the bidder while submitting its bid.
ii) The copy of Audited Balance Sheet and Profit Loss Account in support of Bidder’s
minimum Annual Turnover of Rs.1 Crore (Rupees One Crore) only during any one
of the last three years (FY 2014-15 to 2016-17). In case the audited Balance Sheet
& Profit Loss Account is not available, for the year 2016-17, the provisional Balance
Sheet & Profit Loss Account may be submitted.
iii) The bidder must have submitted Income Tax Return for last three years i.e. 2014-
15 to 2016-17.
iv) Authenticated copy of GST Certificate to be attached. Where bidder has got GST
but not under “Renting on Hiring Motor Vehicle or Rent a Cab”, the bidder has to
enclose an undertaking that he will add the classification in the GST Certificate for
“Renting on Hiring Motor Vehicle or Rent a Cab”.
v) DD/Pay Order/ Banker’s Cheque payable at par at Bhubaneswar towards cost of
tender document (Non-refundable) as at Clause No.4.0 (c).
vi) Demand Draft drawn on any Scheduled Bank having branch at Bhubaneswar, in
favour of OMC Ltd. payable at par at Bhubaneswar, towards Earnest Money
Deposit (EMD) as at Clause No.4.0 (d).
vii) An under taking to the effect that the Firm is not being blacklisted/ banned/
debarred from any organization and no case is pending with police or in court of law
against their name, duly notarized.
viii) The bidder shall submit the proof to the effect that it has the experience of
supplying vehicles to Govt. Organization/PSU/ large private bodies having a
turnover of minimum Rupees 50 Crores for at least last three consecutive years.
ix) The bidder should have a valid PAN. Copy of PAN card to be attached.
x) Authenticated copy of Income Tax Return for last 03 (three) years (FY 2014-15 to
2016-17) to be attached.
xi) Bank details along with a cancelled Cheque.
4. SUBMISSION OF BID: (a) The entire tender document is available in the OMC’s website i.e. www.omcltd.in. The Bidder shall download the “Bid Document” and submit the same duly signed
on each page. The Bidder shall carefully check the specification and shall satisfy itself regarding
completeness of the document. Bids received after due date and due time shall not be considered and liable for
rejection. (b) The bidder shall submit its bid in two parts in separate sealed cover:
Part-I: Cost of Tender Document & EMD/Bid Security, Eligibility Documents, Technical Part & Commercial Part and Un-Priced Price Schedule
Part-II: Price Bid Part-I of the Bid submitted shall contain the followings:
i) Downloaded tender document (unpriced) signed at each page ii) DD/Pay Order/ Banker’s Cheque towards Cost of the bidding document as at
Clause No. 4.0 (c). iii) DD/Pay Order/ Banker’s Cheque towards EMD Clause No. 4.0 (d). iv) Techno Commercial Bid format completely filled in, as at Annexure-II. v) Self-attested copy of documents as at Clause No. 3 above. vi) Filled in Tender Compliance Sheet, as at Annexure-IV.
These documents will be placed inside an envelope & sealed. Bidders shall clearly super scribe on the envelope the following information:
Part-I: Techno-Commercial Offer NIT No.: 01/OMC/MECH/2017 Due date & time of opening: 20.09.2017 From: Name & Address of the Bidder
Similarly the Price Bid will be submitted as per the price bid format at Annexure-I. Bidders shall clearly super scribe on the envelope the following information:
Part-II:Price Bid NIT No.: 01/OMC/MECH/2017 Due date & time of opening: To be intimated From: Name & Address of the Bidder
Both the envelopes will be placed inside the third envelope, which will be sealed and super scribed with the following information:
Tender Document for Hiring of Vehicles NIT No.: 01/OMC/MECH/2017 Name, Address of the bidder and of the addressee This will be submitted to the office of the following so as to reach his office on or before 20.09.2017 by 3.00 PM.
The Additional General Manager (Mech.), The OMC Ltd., OMC House Post Box No.34 Bhubaneswar-751001
(c) Cost of Tender Paper: The Tenderer has to submit an Account Payee Demand Draft/ Banker’s Cheque drawn on any Nationalized/ Scheduled Bank in favour of the Odisha Mining Corporation Ltd., payable at Bhubaneswar for Rs.1,180/- (Rupees One Thousand One Hundred Eighty) only inclusive of GST towards cost of the tender documents( Non-refundable) along with Techno Commercial Bid.
(d) Earnest Money Deposit (EMD):
i) The bidder shall deposit Rs.1,00,000/- (Rupees One Lakh) only by way of an Account Payee Demand Draft/ Banker’s Cheque drawn on any Nationalized/ Scheduled Bank in favour of the Odisha Mining Corporation Ltd., payable at Bhubaneswar towards EMD against this work. The bidder shall not be permitted to withdraw his offer or modify the terms & conditions thereof. In case, the bidder fails to observe and comply with the stipulations made herein or backs out after quoting the rates, the EMD will be forfeited. No interest shall be paid on the amount of EMD, deposited against this tender.
ii) Return of EMD: The EMD along with the unopened price bid of the technically disqualified bidders will be returned within a month after evaluation of technical bid. However the EMD of the bidder/bidders found successful will be converted to Part Performance Security/ ISD upon the bidder’s acceptance of the Work Order and will remain with OMC till the end of the Contract period. But the EMD of those unsuccessful bidders will be returned within a month after signing of the agreement with the successful bidder/bidders.
iii) Forfeiture of EMD: The EMD shall be forfeited under the following circumstances: 1. If a bidder withdraws his bid during the period of bid validity 2. If the successful bidder fails to sign the Agreement 3. If the successful bidder fails to provide the vehicle within the stipulated days of
award of work order. (e) Risk and Cost:
In case L1 bidder does not take up the work / abandoned in between OMC shall have the right to execute the work through another Agency at the Risk and Cost of former.
(f) Exemption of Tender Paper Cost & EMD: Exemption of the cost Tender Paper
and EMD is allowed to those bidders eligible for such exemption by Government, upon submission of documentary evidence in support of their claim. Such a bidder,if selected, shall have to deposit 5% of the work value towards Initial Security Deposit (ISD) by way of an Account Payee Demand Draft/ Banker’s Cheque drawn on any Nationalized/ Scheduled Bank in favour of the Odisha Mining Corporation Ltd., payable at Bhubaneswar , after issue of LoI by OMC and before signing of the agreement.
(g) All correspondences with regards to this tender enquiry shall be made at the
following address: The Additional General Manager (Mechanical) The Odisha Mining Corporation Limited Bhubaneswar -751001 E-mail: [email protected] Telephone No. : 0674-2501104, Fax: 0674-2396889/2391629 5. OPENING OF BIDS:
On the tender opening date Part-I (Technical Bid) shall be opened first. The offer received without EMD/ Bid Security shall be rejected.
Bidders are expected to submit all necessary documents in support of fulfillment of Eligibility Criteria as per Clause No.2 & 3. However, in case any further document is found necessary for proper assessment, the Bidder shall have to furnish the same within stipulated time from the date of intimation, failing which the Bid will be considered as non-responsive & in-eligible and their offer will not be processed any further.
The bids will be opened in presence of the bidders or their authorized representatives, who choose to attend, on the date and time specified in Tender Documents or any other date which will be communicated by OMC sufficiently ahead of opening of the bids. In case the bidder opts to depute its authorized representative, then the bidder has to issue authorization certificate as per the format at Annexure-III to enable its authorized representative to participate in the bid opening process. Attendance in Bid Opening is not Mandatory. The Price Bid of those bidders qualifying in the Techno-Commercial evaluation process shall be opened on a later date upon prior intimation to such qualified bidders.
6. EVALUATION OF TECHNO COMMERCIAL BID: 6.1 The OMC shall evaluate the bids to determine whether they are complete in all
respect as per the conditions of the tender document or not and to check any computational error.
6.2 No post bid clarifications at the initiative of the bidders shall be entertained.
6.3 OMC reserves all right to accept/reject any bid without assigning any
reason thereof.
7. EVALUATION OF PRICE BID: (a) The bidder has to quote its rate as per the price bid format as at Annexure- I of
this document. The following procedure shall be followed by OMC for evaluation of the bids found techno-commercially acceptable: STEP-1: CONSIDERATION OF WEIGHTAGE ON TYPE OF VEHICLE:
(I) WEIGHTAGE FOR“MONTHLY BASIS”
Sl. No. (1)
Name of the vehicle
(2)
Rate quoted by the bidder (monthly hire
charge) (3)
Applicable weightage
(4) 1 Indigo CS/ Swift Dzire/ Hyundai
Xcent/ Mahindra Verito or equivalent
R1 0.1
2 Honda City/ Toyota Etios/ Hyundai Verna/ Maruti Ciaz or equivalent
R2 0.1
(II) WEIGHTAGE FOR “AS & WHEN REQUIRED BASIS”
Sl. No.
(1)
Segment of vehicle
(2)
Name of the vehicle
(3)
Rate quoted by
the bidder
(per KM hire
charge) (4)
Applicable weightage
(5) 1 S-I Indica A/C / Indica Vista or
equivalent R3 0.05
2 S-II Indigo CS/ Swift Dzire/ Honda Amaze/ Hyundai Xcent/or equivalent
R4 0.2
3 S-III Honda City/ Toyota Etios/ Hyundai Verna/ Maruti Ciaz or equivalent
R5 0.05
4 S-IV (A) Scorpio/ Xylo or equivalent R6 0.4
5 S-IV (B) Innova or equivalent R7 0.1
STEP-2: FINANCIAL BID EVALUATION:
(I) EVALUATION FORMULA TO FIND L1, L2, L3:
Overall Evaluation point= (R1+R2)*0.1+R3*0.05+R4*0.2+R5*0.05+R6*0.4+R7*0.1
2500 Where, R1, R2, R3, R4, R5, R6 & R7 are as indicated in the above table.
(II) Decision Rule: Lowest evaluation Point among the bidders will be the L1 bidder
and the second lowest point will be the L2 bidder and so on. (III) In case of a tie between two bidders or more than one bidder, preference will be
given to the bidder having more turnover, during last three years.
8. NEGOTIATION: OMC reserves the right to negotiate with the L1 bidder.
9. COMMUNICATION OF ACCEPTANCE:
The successful bidder/bidders will be informed of the acceptance of his tender by way of Work Order. Before issue of Work Order the bidder is to produce all the Original Documents of the vehicle for verification by the designated official of OMC.
The selected bidder/ bidders will have to provide the vehicles from the date intimated through the LoI issued by OMC.
10. SIGNING OF AGREEMENT:
After acceptance of Work Order by the Agency and on submission of ISD an Agreement will be signed with the successful bidder/bidders on the non- judicial stamp paper valued Rs.100 (Rupees One Hundred).The invoices of the selected agencies will not be processed unless the agency/ agencies sign the agreement with OMC. While signing the agreement, the selected bidder/bidders will have to submit an Affidavit to take full responsibility and fulfillment of all statutory matters as per the format at Annexure-V of this document.
11. PERIOD OF CONTRACT:
The period of contract shall be normally for a period of 03 years from the commencement of the Contract which shall be communicated by OMC to the successful bidder/bidders in the LoI. Initially the Contract shall be awarded for one year which shall be renewed for successive years- i.e. the 2nd and 3rd year basing on the satisfactory performance of the selected bidder/bidders. The contract may be extended for a further period of two years at the discretion of OMC.
12. TERMINATION OF CONTRACT: 12.1 In case of any default by the successful bidder/bidders with regard to any of the
terms and conditions of the agreement, OMC may without prejudice to any other right or remedy which shall have occurred or shall occur thereafter, terminate the contract, in whole or in part by giving 30 days notice in writing to the Agency.
12.2 All instructions, notices and communications etc under the contract issued in writing and sent to the last known place of business, shall be deemed to be have been delivered to the Agency even in ordinary post. Notwithstanding anything contained herein OMC also reserves the right to Terminate the contract at any time or stage during the period of contract, by giving 30 days notice in writing without assigning any reason and without incurring any financial liability whatsoever to the selected bidder/bidders and in such case the ISD deposited shall be returned to the selected bidder/bidders.
12.3 In case the selected bidder/bidders withdraws during the first year of the contract period, the ISD shall be forfeited & it shall not be allowed to participate in any tender for the next three years. However, if the agency withdraws from the contract within any time during the next two years of the contract period, penalty by way of forfeiture of Initial Security Deposit shall be imposed.
13. INITIAL SECURITY DEPOSIT (ISD):
(i) The successful bidder/ bidders will have to deposit 5% of the awarded work value towards Initial Security Deposit (ISD) before signing of the agreement. For this purpose the EMD amount already deposited by the bidder will be adjusted and the agency will deposit the balance amount, if any in the shape of DD drawn on any Nationalized/ Scheduled Bank in favour of OMC payable at Bhubaneswar. In case of bidders who have availed exemption to pay EMD under Clause No.4(e), if selected, they will have to deposit required ISD by way DD drawn on any Nationalized/ Scheduled Bank in favour of OMC payable at Bhubaneswar before award of Contract. The Initial Security Deposit shall be refunded within 01 (one) month after successful completion of the contract period and after settlement of all statutory & other dues. The ISD will not carry any interest.
(ii) In case the contract is renewed for the next year/s the ISD of previous year shall be rolled over to the next year in case the contract of previous year is finally settled.
(iii) In case of the bidders whose EMD has been converted to Initial Security Deposit and is still held with OMC, it is found at the time of final payment against the previous contract that any penalty is due for deduction from the ISD, the balance amount shall be deposited by the agency for SD before signing of the next year agreement in case the same agency is awarded with the work order.
(iv) The Initial Security Deposit can be forfeited by the OMC in the event of any
breach or negligence or non-observance of any Terms/conditions of contract or for unsatisfactory performance.
14. GENERAL CONDITIONS FOR HIRING AND RUNNING & MAINTENANCE OF
VEHICLE ENGAGED: 14.1 For vehicles provided on “Fixed Monthly Charge Basis”, the vehicles are required
to be in service/ operation for a minimum of 12 hours daily. The vehicles will be utilised as per the time schedule and instructions of Additional General Manager (Mech.) or his authorized representative. The vehicles will be kept in good running conditions at all times by the selected bidder/bidders. Procurement of fuel, lubricants spares etc. will be arranged by the selected bidder/bidders at its own cost. Maintenance, repair, frequent checkup, servicing, overhauling, payment of wages to driver etc. will be the responsibility of the selected bidder/bidders. The selected bidder/bidders must submit authenticated photocopies of documents like RC Book, Insurance Certificate, Taxi Permit, Name, Contact Number, & Driving License of the driver deployed etc. in respect of the vehicles to be provided to OMC Ltd. on monthly hiring basis.
14.2 Normal maintenance kit, first-aid box, one torch light and one umbrella shall be
always made available with the vehicle by the selected bidder/bidders at their own cost. The selected bidder/bidder shall ensure proper functioning of speedometer of the vehicles deployed for correct recording of KM run during OMC duty. Any deviation/ tampering of meter reported will be viewed seriously and OMC will take penal action as deemed fit.
14.3 The selected bidder/bidders have to make his own arrangement to procure fuel,
spare parts and repairs etc. In case the vehicle is sent to Garage or Petrol Pump, the selected bidder/bidders cannot claim for the mileage covered and time consumed for the purpose.
14.4 Payment under schedule of rates is applicable only after reporting of the vehicle at Head Office of the OMC Ltd., Bhubaneswar or any specified place.
14.5 The vehicle must possess valid original RC Book, Insurance certificate, Pollution
Certificate, Road Permit, Taxi Permit and Driving License as required under law. On demand for verification by OMC Officials, the driver shall produce these documents.
14.6 The Contractor/ Travel Agency will not refuse to send the vehicle to any place as
directed by the Additional General Manager (Mech.) or his Authorized Representatives. Defaults in this regard shall be recorded and intimated.
14.7 The selected bidder/bidders shall be responsible for proper behavior of all the
persons employed by it/them. Without prejudice to the generality of above, the selected bidder/bidders shall be bound to prohibit and prevent any employee from being intoxicated while on duty, trespassing or acting in any way detrimental or prejudicial to the interest of the Corporation.
14.8 The selected bidder/bidders shall designate one/two responsible persons with
landline phone No. and active Mobile No. and E-mail ID, who shall be contacted by the AGM (Mech.) or his Authorized Representatives, regarding deployment of vehicle on a day to day basis.
14.9 The selected bidder/bidders will comply with all statutory provisions of law and
keep the OMC Ltd. indemnified against all actions arising due to or act of the contractor/ his employees.
14.10 All taxes and insurances presently in force or to be levied in future during the
contractual period in respect of the vehicles shall have to be entirely borne by the selected bidder/bidders. Proof of having paid all taxes, insurances etc. shall be furnished on demand.
14.11 The selected bidder/bidders shall have valid permit as per statutory provisions.
All such vehicles which are required to go to outside the State, the selected bidder/bidders must prepare the valid permit for the vehicle in advance and such expenditure on this account will be borne by the selected bidder/bidders and the same will not be reimbursed by OMC.
14.12 The selected bidder/bidders shall comply with all relevant Rules and regulations
of Motor Vehicle Act, applicable at present and may be enforced from time to
time. The selected bidder/bidders will abide by all Statutory Law & Rules applicable in this Contract.
14.13 Drivers driving the vehicles must have valid professional Driving License/ Badge
as provided under the MV Act. 14.14 During the contractual period if the vehicle is seized or detained or requisitioned
by the Government Authorities for non-compliance of relevant Acts/ Statutory requirements etc. or for any reason whatsoever, the selected bidder/bidders has to provide a substitute vehicle immediately, failing which, penalty/ compensation as determined vide Clause No.15 will be applicable, besides the liability to provide for alternative vehicles without any loss of time.
14.15
i) The Successful Bidder has to comply with all the Provisions of GST Acts, Rules and Notifications issued there under.
ii) The Successful Bidder should file the GST Returns as required in the GST Acts and details of Invoice submitted to OMC and GST amount charged thereon should reflect in Form GSTR-2A within a reasonable time, so as to make OMC enable to take Input Tax Credit (ITC) of the GST amount paid against those Bills.
iii) If due to any reason attributable to the Successful Bidder, Input credit of the GST amount paid on Invoices raised by the Successful Bidder is not available to OMC/ denied by the dept. then the same will be recovered from the dues of the Successful Bidder or the Successful Bidder has to deposit an equivalent amount.
iv) The successful Bidder hereby undertakes to indemnify OMC, from any liabilities arising in future due to non-compliance by the Successful Bidder of the GST Acts, Rules and any other Acts currently in force and applicable to the Successful Bidder in relation to the job assigned to the Successful Bidder by OMC.
14.16 The vehicles shall be equipped with seat belts both on front and back seats.
14.17 The speed of driving shall be within the limit indicated at various sections of the
road/ highway. The driver shall comply with the requests from the officer/ passenger travelling in the car to reduce the speed, if exceeding the limits.
14.18 The selected bidder/bidders shall furnish safe pick up at the designated places
by providing sufficient proof of identify to ensure the right person is met.
14.19 All drivers will be in uniform with shoes. Pattern of the uniform and shoes will be
decided by the selected bidder/bidders.
14.20 In case, it is observed that some Bidders have joined hands to form a cartel, those bidders will be disqualified and black listed.
14.21 To cater to the timely requirement, OMC shall assign the job, to more than one
bidder, but limited to 3 bidders provided they agree to the L1 rate. However, the work will be distributed among the vendors as per the discretion of the management keeping the interest of the actual L-1 bidder in mind in the ratio as mentioned in the scope of work. In case two or more agencies are not available during the tender process, OMC management has the discretion to allot the work to the single bidder.
14.22 The selected bidder/bidders shall assign the job of driving of the hired vehicle
only to qualified and expert licensed drivers and also assumes full responsibility for the safety and security while driving. No direct or indirect liability arising out of negligent, rash and impetuous driving and any loss caused to the property of OMC have to be suitably compensated by the Agency. OMC shall not bear any tortuous liability, vicarious or otherwise for want of any reasonable case or caution on the part of the drivers in the act of driving or use for illegal purpose of the vehicle engaged/supplied to OMC.
14.23 Besides others, the selected bidder/bidders of the Vehicle shall be liable for the
followings. (i) Damage caused due to any accident of the vehicle (ii) Payment for any legal action/Court Cases of compensation payable arising out of any act of the vehicle. (iii) Payment of taxes/surcharges levied by Central/State Govt. (iv) compensation to their employees in case of accident as per Workman’s Compensation Act.
14.24 The selected bidder/bidders shall pay the wages not less than the Minimum
Wage of the respective drivers/workers engaged for the purpose corresponding to the nature of work.
14.25 The selected bidder/bidders shall be fully responsible to comply with all his
statutory obligations as employer including all contributions under P.F. and Pension Scheme (EPF) etc. under the Employees’ Provident Fund and Misc. Provision Act, 1952, Employees’ Deposit Linked Insurance (EDLI), Employees’ State Insurance Act, 1948, etc. and all other such obligations/liabilities in
respect of their labour engaged by them for the job undertaken under the contract as per applicable statutory provisions/ law and Government Notifications, and will take full liability on this account. OMC will not take any financial liability on this account. The selected bidder shall have to submit an affidavit to this effect as per the format at Annexure-V, while signing the agreement.
14.26 The selected bidder/bidders shall be responsible to make payment of
Retrenchment Compensation/bonus to their drivers/workers as per statute.
14.27 In case of emergency, the driver will have to report for duty as per the requirement of hirer including on holidays. No extra payment shall be demanded for the same.
14.28 Monthly hire charges and reimbursements towards cost of fuel (as per actual) of
selected bidder/bidders will be made in every succeeding month, as far as possible within 15 (fifteen) days of the submission of bills by the selected bidder/bidders and no advance payment will be made.
14.29 The vehicle shall not be more than 03 (three) years old from the initial
registration and also in good running condition during the period of contract. 14.30 If the services are found to be unsatisfactory the OMC shall give one month
notice and terminate the agreement. 14.31 In case the selected bidder/bidders intends to withdraw the services of his
vehicle and terminate the agreement, it shall be mandatory upon him to grant one month notice such withdraw of service and termination of agreement.
15. COMPENSATION & PENALTY: 15.1 For vehicles to be provided on fixed monthly charges basis, the vehicle shall
remain in service for a minimum of 12 hours duty per day. In case of non-reporting of the vehicles, the selected bidder/bidders shall provide replacement by an equally good vehicle immediately, failing which OMC will treat the vehicle not-on-job for the aforesaid period and will deduct twice the rate per day for the absent period without prejudice to any other rights under the contract including termination and consequences. In such a case, OMC reserves the right to get the vehicle through other agencies.
15.2 For vehicles to be provided on “As and When Required Basis”, if the selected bidder/bidders fails to provide the vehicles as enumerated in the Agreement/ Order, OMC reserves the right to get the vehicle through other agencies laying a penalty of Rs.1000/- for non-supply/ refusal to supply of vehicle per occasion.
15.3 If the selected bidder/bidders fails to provide vehicles(s) on at least 04 (four)
number of occasions, then OMC has the discretion to reduce its share of business which is defined in Clause No.14.22 and allot the same share to Agency/Agencies whose performance is better or may be distributed between the other parties .
15.4 The Corporation reserves the right to terminate the contract, if the selected
bidder/bidders fail to provide vehicles on more than 10 (ten) number of occasion per year of contract. In such cases, the ISD of the concerned bidder will be forfeited besides imposition of penalty as per Clause No.15.1 & 15.2 above.
16. MAINTENANCE OF LOG BOOK FOR VEHICLES TO BE PROVIDED ON FIXED
MONTHLY HIRE BASIS: 16.1 The Log Book of the respective vehicle shall be maintained on day-to-day basis
by the selected bidder/bidders to record details of use of vehicle(s) & KM run. At end of the day the concerned official availing the service/ Authorized Official of AGM (Mech.) shall sign the log book authenticating the journey & KM recorded in the log book. For this the log book of a month will be kept in the vehicle. The KM run for OMC duty (as per log book) of a month will be the basis for claiming reimbursement of cost of diesel. The selected bidder/bidders shall submit relevant log books within the first week of following month for verification & records. The selected bidder/bidders can keep a duplicate copy of log book for his record. AGM (Mech.) or his Authorized Representatives may verify the log book of a vehicle at any time during duty.
16.2 The selected bidder/bidders shall ensure perfect functioning of speedometer in all
vehicles. It/they shall arrange to repair/ replace the speedometer within 24 hours without any failure. In case the speedometer of the vehicle does not function for a specific period, the distance covered by the vehicle for any purpose shall be assessed by the AGM (Mech.) whose decision shall be final and binding.
17. PROCEDURE AND MAINTENANCE OF RECORD FOR VEHICLES HIRED ON “AS AND WHEN REQUIRED BASIS”:
All the vehicles hired on “As and When Required Basis” will report for duty to
concerned officials as directed by AGM (Mech.) or his Authorized Officer timely as per duty requirement. The starting time & initial KM recording duly recorded in the duty slip shall be produced by the driver at the time of reporting for verification to the user official. Similarly after completion of journey/ return from duty, the driver will produce the duty slip to the user official for recording the final KM reading and duration (in hour and date) of the journey performed and certifying the mileage and duration of the journey performed. The Agency will produce the duty slips of the journey made during a week in the succeeding week to the HO official nominated for this purpose for necessary checking. Thereafter he will countersign the duty slip and return it to the Agency for billing purpose.
18. PAYMENT OF BILLS: 18.1 For the vehicles to be provided on “As and When Required Basis”, the bill for the
duty made in a month shall be submitted by the 7th of the succeeding month by the Agency to AGM (Mech.). Bill shall be prepared/ raised as per GST Acts & Rules at the approved rate based on the time and KM of each journey as per duty slip. The countersigned duty slip shall be enclosed with the bills. The Toll Gate charges/ Airport Parking charges and other legitimate parking charges will be reimbursed by the Corporation. The original receipt of payment shall be enclosed along with the bills.
18.2 For the vehicles provided on “Fixed Monthly Charges Basis”, the bills will be paid
once in a month. The selected bidder/ bidders are required to submit the monthly bills as per GST Acts & Rules claiming monthly hire charges and cost of diesel at prevailing price for quantity of diesel at contractual rate for the KM run as per the log book of the vehicles during the month with applicable GST and any other relevant original documents for reimbursement of legitimate parking/ Toll Gate charges, by the 7th of the succeeding month to AGM (Mech.).
18.3 Payment will be made within 14 days from the date of submission of bills to OMC
Ltd. by NEFT/ RTGS if those are complete in all respects and are found to be in order and after effecting any deductions under the contract.
18.4 TDS will be deducted from the bills as per I.T. Rules. 18.5 In case of non-fulfillment of any obligation under the Contract or Law, the AGM
(Mech.) reserves the right to withhold payments due, to the selected bidder/bidders.
18.6 i) The Successful Bidder has to raise Invoice as required under section 31 of the
GST Act and relevant Rules made there under. ii) The Invoice should contain the following particulars as required under Rule 46
of CGST Rules: a) Name, address and Goods and Services Tax Identification Number of
the agency. b) A consecutive serial number not exceeding sixteen characters, in one or
multiple series, containing alphabets or numerals or special characters- hyphen or dash and slash symbolized as “-” and “/” respectively, and any combination thereof, unique for a financial year.
c) Date of its issue. d) Name, address and Goods and Services Tax Identification Number or
Unique Identity Number, if registered, of the recipient. e) Harmonized System of Nomenclature code for goods or SAC code for
services. f) Description of goods or services. g) Quantity in case of goods and unit or Unique Code thereof. h) Total value of supply of goods or services or both. i) Taxable value of the supply of goods or services or both taking into
account discount or abatement, if any. j) Rate of tax (Central tax, State tax, Integrated tax, Union territory or
Cess). k) Amount of tax charged in respect of taxable goods or services (Central
tax, State tax, Integrated tax, Union territory or Cess). l) Place of supply along with the name of the state, in the case of a supply
in the course of Inter-state Trade or Commerce. m) Address of delivery where the same is different from the place of supply. n) Whether the tax is payable on reverse charge basis. o) Signature or digital signature of the agency or his authorized
representative. 18.7 In case of Public Strike, OMC shall not be liable to make any payment towards
retention charges for the period of absence nor shall be liable for any other claims.
18.8 OMC shall be at liberty to reject the vehicles found defective during duty time in
which case the selected bidder/bidders shall be liable for all consequences and penalty.
18.9 One representative of the selected bidder/bidders shall report to the AGM (Mech.) or any other authorized person at least once every day for collecting reports and providing vehicles requirement. He should produce the duplicate copies of the duty slip to the AGM (Mech.) or any other authorized person on the following day of the completion of the journey.
18.10 For hiring of vehicles for out station duty, the journey hours will be determined
by the actual kilometer covered divided by fifty KM per hour. Accordingly, the detention hour will be calculated, after deducting journey hours from the total hours of the vehicles used.
18.11 OMC will not pay for the distance covered by the vehicle from the office of the
selected bidder to the Head Office of OMC. 18.12 The selected bidder/bidders shall provide vehicles to the OMC Ltd.,
Bhubaneswar on “As and When Required Basis” only on getting the written or telephonic requisition from the Authorized Officials of OMC.
18.13 For Vehicles which will be utilized on “As and When” basis for performing local
duty, the minimum payment will be the amount for 8 hours of utilization. 18.14 i) Journey up to 200 KM (both sides) shall be treated as local. ii) In case of out station duty, performed for more than one day consecutively,
detention charges on hourly basis shall be paid. 18.15 The Drivers of the vehicles of the Owner/ Travel Agencies are required to pay
the incidental expenses like Parking charges, Toll tax and Entry fees etc. during their duty period directly and the same may be claimed for reimbursement along with the bills on production of Original Receipts.
19. ESCALATION/DE-ESCALATION OF CONTRACT PRICE: (a) Vehicles utilized on Fixed Monthly Hiring Basis:
i) Monthly hire charge: There will be escalation @ 5% per annum over the preceding year.
ii) Reimbursement of cost of fuel by OMC: As per the prevailing HSD rate at IOCL, Bhubaneswar and hence the cost will be reimbursed at actual.
(b) Vehicles utilized on “As and When Required Basis”:
For such deployment the escalation/de-escalation of the per KM rate will be made on monthly basis, basing on the diesel price at IOCL, Bhubaneswar Branch on the 15th day of the corresponding month as per the following formula:
Escalation amount shall be = P1 – P0 x 30 x Awarded KM rate P0 100
In case of increase/decrease in fuel price (Diesel) escalation/ de-escalation amount shall be paid/ deducted as follows:
Base rate (P0) of Diesel shall be the market rate as notified by IOC Branch, Bhubaneswar on the bid due date.
For calculation of Escalation/De-escalation for a month for billing, the rate of Diesel notified by the IOC Branch, Bhubaneswar prevailing on 15th day of that month shall be taken as (P1).
(c) Escalation of 5% per annum over the preceding year on Local hourly rate would be given for vehicle used on “As and When Required Basis”.
20. ADDITION OR DELETION OF SCOPE: The Scope of the Work/ Services may be altered, in quantum, depending on
exigencies of Work. Accordingly OMC will intimate the selected bidder/bidders with a minimum notice period of 7 days. The selected bidder/bidders shall accordingly provide services as may be required by the AGM (Mech.).
21. FORCE MAJEURE:
If any time, during the continuance of this contract, the performance in whole or in part, by either party, of any obligation under this contract is prevented or delayed by reason of any war, or hostility, acts of the public enemy, civil commotion, sabotage, fires, floods, explosions, epidemics, quarantine restrictions, strikes, lockouts or act of god (hereinafter referred to as events) provided notice of happenings, of any such eventuality is given by either party to the other within 21 days from the date of occurrence thereof, neither party shall by reason of such events be entitled to terminate this contract nor shall have any claim for damages against the other in respect of such nonperformance or delay in performance under the contract shall be resumed as soon as practicable after such an event may come to an end or cease to exist, and the decision of the OMC Ltd as to whether the supplies/services have been so resumed or not shall be final and conducive, provided further that if the performance in whole or part of any obligation under this contract is prevented or delayed by reason of any such event for a period exceeding 60 days either party may, at his option, may terminate the contract.
22. ARBITRATION:
In the event of any dispute arising out of this Contract or in any way connected with the execution of this Contract, the same shall be referred for arbitration to the Chairman/ CMD/Managing Director, the OMC Ltd., Bhubaneswar or an Arbitrator to be appointed by him after due notice of claims and such appointment and the award of the Arbitrator shall be final and binding. The provision of the Arbitration and Conciliation Act, 1996 will apply. The venue of Arbitration shall be at Bhubaneswar. The notice for arbitration shall be given within 06 months from the date of cause of action.
23. JURISDICTION/ GOVERNING LAWS: The Contract shall be governed by and construed according to the laws in force in
INDIA.
Signature of Tenderer
Address: Annexure-I
PRICE BID
We have studied the Terms & Conditions as mentioned in the Tender Schedule. In compliance to such Terms & Conditions, we offer our rate as follows:
PRICE BID PART-1
SCHEDULE OF RATES FOR VEHICLES ON “FIXED MONTHLY CHARGES BASIS”
Sl. No.
Type of Vehicle Monthly Charges (in Rupees) (in Words)
1 Indigo CS/ Swift Dzire/ Honda Amaze or equivalent
(R1)
2 Honda City/ Toyota Etios/ Hyundai Verna/ Maruti Ciaz or equivalent
(R2)
* Fuel reimbursement to be made by OMC @ diesel 1 Ltr per 15 KMs. * Hourly charges for the duties beyond 12 hours duty Rs.25 per hour.
PRICE BID PART-2
SCHEDULE OF RATES FOR VEHICLES ON “AS AND WHEN REQUIRED BASIS”
Segment Type of vehicle Local Outstation Rate for
of vehicle
(1)
(2)
Local hourly
rate
(3)
Free KM per
hour
(4)
Rate per KM to
be quoted
in rupees
(5)
Detention charges (except journey period)
(Journey period will be calculated @ 50KM/hour)
(6)
evaluation (3)+(5)
(7)
S-I Indica A/C/ Indica Vista or equivalent
10 25 R3
S-II Indigo CS/ Swift Dzire/ Honda Amaze or
equivalent
10 25 R4
S-III Honda City/ Toyota Etios/ Hyundai Verna/
Maruti Ciaz or equivalent
9 30 R5
S-IV (A) Scorpio/ Xylo or equivalent
9 30 R6
S-IV(B) Innova or equivalent 9 30 R7 N.B: (i) Hand written and over written Price Bid will be rejected. (ii) Only Type Written Price Bid will be accepted. (iii) Evaluation method to find L-1, L-2, L-3…….. Bidder shall be guided by the
formula as stated in Clause No.2.1 of general terms & conditions of tender. (iv) In case of discrepancy in prices between figure and word, price in words will
prevail over price in figure. Date (Signature of bidder with seal)
Annexure-II TECHNICAL BID FORM
To The Additional General Manager (Mech.) The Odisha Mining Corporation Ltd. Post Box No.-34 Bhubaneswar -751001 (Odisha)
Subject: - Submission of Technical Bid in respect of Tender for Hiring of ______. Reference:-___________/OMC/______________, dated ______________ Sir, The technical bid contains the following details- 1. Name of the bidder: ________________________________________________ 2. Address of Bidder (with Tel. & Mob. No.) : _______________________________ ______________________________________________________________________________________________________________________________________ 3. Nature of the Ownership: (Sole Proprietor/ Partnership firm/ Company) ___________________________________________________________________ 4. PAN Number of the bidder: ___________________________________________ 5. GST Registration No. __________________________________________
6.EPF Code Number (If available already): _________________________________ 7. Whether existing Vehicle already on hire with OMC or not: YES/NO (Put a tick mark as applicable) The Details of Vehicles are as below: 8. Quantity & Type of Vehicles proposed to be engaged; Sl. No.
Type of Vehicles
Quantity proposed for engagement
Vehicle Registration
No
Make & Model
of Vehicle
Manufacturing year & date of Registration of
the Vehicle
Date of Purchase of the Vehicle
Remarks
(Self attested photocopy of supporting documents for Sl.No.3, 4, 5 & 6 as well as the RC, Purchase Invoice of the vehicle, Permit License, Contract Carriage License if applicable to be attached.) 9. Earnest Money Deposit. (Details): ______________________________________ (In case the Vehicle is already engaged on hire please indicate the Contract Number/Vehicle Number) 10. Cost of Tender Paper details: _________________________________________ Original tender document, signed each page by my authorized representative or me. I/We undertake that I/we have carefully studied all the terms and conditions and understood the parameters of the proposed work of the office of OMC, and shall abide by them. I/We further undertake that the information given in this tender are true and correct in all respect and I/we hold the responsibility for the same. Dated at ---------- (Signature of the bidder)
(With seal of the firm)
Annexure-III
LETTER OF AUTHORISATION FOR ATTENDING BID OPENING
To
The Additional General Manager (Mech.) The Odisha Mining Corporation Ltd. Post Box No.-34 Bhubaneswar -751001 (Odisha)
Subject: - Authorization for attending bid opening on ________ in the Tender respect of Tender for Hiring of Light/heavy Commercial Vehicles.
Reference:-_________________/OMC/ dated _________
Sir,
I hereby authorized the following person to attend the bid opening for the tender mentioned above on behalf of _________________ (Bidder)
Name :
Specimen Signature :
I.
Signature of bidder Or Officer authorized to sign the bid Documents on behalf of the bidder
(In case of proprietary concern the certificate is to be given by the proprietor, for partnership firm by all partners and in case of limited company by all the directors of company)
Note:
1. Maximum of One representative will be permitted to attend bid opening. Alternate representative will be permitted when regular representatives are not able to attend.
2. Permission for entry to the hall where bids are opened may be refused in case authorization as prescribed above is not received.
Annexure-IV Tender Compliance Sheet
Sub: Tender for hiring of ________ vehicles in OMC. Ref: _____/OMC/ Dated------------
Sl. No
Description of the document to be submitted
Whether complied (Yes/No)
Remarks if any
Put a if qualified & if disqualified (To be marked by
Tender Opening Committee)
1 Demand Draft towards cost of tender
document of Amount Rs 1,180/-
2 Demand Draft towards cost of EMD
3 Submission of ownership proof (for proprietor firm) / copy of partnership deed and RC (for partnership firm)/ copy of MoA and RC of the firm (for Ltd Company.)/Registration certificate (for Travel Agency)
4 Manufacturing Year ,Date of Purchase of
Vehicle 5 Self attested Copy of GST registration
6 Self attested Copy of PAN
7 Self attested Copy of Vehicle Registration and Insurance Cover
8 Filled up Technical Bid Form
9 Filled up Financial Bid
10 Each page of Tender Document Signed
11 Letter of Authorization for attending the bid opening
12 Declaration of exempted/Non exempted of GST.
Signature :
Name :
Name & address of the firm: ------------------------------------------------------------------------------
-------------------------------------------------------------------------------
(Signature of the bidder) (With seal of the firm)
Annexure-V
(Affidavit to take full responsibility on all Statutory related matters throughout the Contract period of engagement of the Vehicles to be executed before a Notary)
(Part of Agreement for vehicle hire)
I/We ______________________________________ (Name of the owner/ Agency) do hereby solemnly affirm and state as follows:
1. That I/We shall pay the wages not less than the minimum wages to the
drivers/workers engaged for the work under this contract.
2. That I/We shall be solely responsible to comply with all the statutory obligations as employer including all contributions under P.F and Pension Scheme(EPF) etc under the Employees’ Provident Fund and Misc. Provision Act 1952,Employees’Deposit Linked Insurance (EDLI), Employees’ State Insurance Act 1948,etc and all other such obligations/liabilities in respect of the Driver/Workers engaged by me for the job under this contract as per applicable statutory provisions /Law and Government Notifications and will take full liability on this account.
3. In the event of failure of the above on my part to comply with the above ,OMC shall be entitled to recover the amount by deduction from any amount payable to me/my firm under this contract including the Security Deposit ,or as any debt payable by me.
4. Further I /we affirm that I/We shall be responsible to make payment of retrenchment compensation to my workers as per statute.
5. That this affidavit is being produced before the authority of The Odisha Mining Corporation Ltd in respect of the work “Engagement of the Vehicle bearing Regd.No._____________ on hire” for the period from ________to ___________ at ____________ office/Mines of OMC Ltd..
Signature of the firm/Agency/Owner of the vehicle.
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