This Authority intends to hire 8 DLY Commercial vehicle AC Non

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This Authority intends to hire 8 DLY  Commercial vehicle AC Non Powered By Docstoc
					                                    No.D-26020/1/2007-C&G
                                       Government of India
                             National Disaster Management Authority
                                 Centaur Hotel, Near IGI Airport
                                        New Delhi-110037

                                          TENDER NOTICE

       This Authority intends to hire 8 DLY/ Commercial vehicle AC/Non-AC
taxis (Esteem/ Indigo /Ambassador /Indica/ Maruti Van) to meet day–to-day
requirements from April 08 onwards, for its new office at A-1, Safdarjung
Enclave, New Delhi. Additional vehicles will also be required for
Workshops/Seminars etc. and other functions organized by NDMA
periodically.

2.      Interested parties can send their quote on the prescribed tender form.
Tender Document and Draft Agreement Form can be collected personally from
the Section Officer (C&G), Room No 3027, NDMA, on all working days or can
be downloaded from NDMA’s website www.ndma.gov.in. The cost of the
tender document is Rs.200/-, which may paid in the form of DD drawn in
favour of DDO, NDMA, payable at New Delhi.

3. Quotation in sealed cover superscribed “Quotation for Hiring of Vehicles”
should be sent by Speed Post/Registered Post, along with a DD/Pay Order for
Rs.25,000/- (Rs. Twenty five Thousand only) in favour of DDO, NDMA, as
Earnest Money Deposit (Refundable), addressed to Shri R.K. Chopra, Under
Secretary, NDMA. The schedule of receipt and opening of quotations is as
under.

Last Date and Time for receipt of                      :   28.04.2008   (1500 hrs)
Quotations

Date & Time for opening of Quotations                   : 28.04.2008    ( 1530 hrs)
(In the presence of tenderers or their
representatives who wish to be present)
                                      Government of India
                            National Disaster Management Authority
                                         Tender Notice
Sealed Quotations are invited for hiring of 8 DLY/Commercial vehicles for this Authority
for a period of one year from the date of award of the contract. The duty point would be
NDMA’s New office, at A-1, Safdarjung Enclave, New Delhi, or any other place intimated
from time to time and time and mileage would be calculated accordingly and not from
garage to garage. Additional vehicles will also be required for Workshops/Seminars etc. and
other functions organized by NDMA periodically. The rates are to be quoted in the following
tender form :-
                                               Tender –Form
      Sl.      Type of              Rate for     Rate per   Rate per     Rate for      Monthly
                                    Full day     hour for   Km for      half-a day     Rate for
      No.      vehicle              i.e. 80      extra      extra       i.e. 40 kms/   2000 kms/
                                    kms/8        hours       kms         4 hours       200 hrs
                                    hrs                                (occasional)

      1        Car
               Indica/
               Ambassader
               or equivalent,
               Non-AC
      2        Car
               Indica/
               Ambassader
               or equivalent,
               AC
      3        Car
               Maruti Esteem
               VX/Indigo LX
               AC or
               Equivalent
      •   Note: Charges for extra kms will be payable only if the total distance travelled
          in a month exceeds “A” x 80 kms, where “A” denotes “No. of days the
          vehicle is used.”
2. The following terms and conditions shall apply to the hiring of vehicles and before
tendering, the tenderer should satisfy himself with the terms and conditions of the contract.
No claim on grounds of lack of knowledge, in any respect, shall be entertained.
(a)    All rates quoted will be applicable within NCR.
(b)    Quoted rates shall remain firm for one year irrespective of any change in
       petrol/diesel/gas prices, etc.
(c)    The rates quoted will be exclusive of all taxes (Service Tax, VAT, Octroi etc.).
                                               -2-

(d)         Vehicles are normally required to perform duties from 0900 to 1900 hrs. Any
            requirement of vehicle prior to notified timing or later than notified timing will be
        intimated, as far as possible, one day in advance and the same rates will remain
        applicable.

(e)     The vehicles will normally be required on week days (Monday-Saturday).
        Requirement, if any, during Sunday/Holiday will be intimated separately.
(f)     Normally 8 vehicles will be required to be provided. Additional vehicles will also be
        required for workshops/seminars and other functions organized by NDMA
        periodically. Accordingly, requirement of lesser or higher number of vehicles for
        any day will be conveyed and same rates will be applicable
(g)      The payment to be contractor will be made on monthly basis. No
        interest/compensation will be admissible for delay in payment.

(h)      The drivers of vehicles will maintain good discipline and proper hygiene and will be
dressed in neat uniforms for purposes of identification. They must not have any
criminal record The drivers must be well versed with the routes of Delhi/NCR.
3.   The vehicle to be provided should have proper valid Registration Certificate (RC) and
in excellent condition, mechanical as well as get up wise, i.e outer body, up holstery, etc.
should be decent in looking and should have permit to go to Ghaziabad , Noida and Gurgaon.
The following documents should be enclosed along with the quotations :-

(i)     Name of the firm/status of the firm (attach copy of Deeds/Articles of
        Association/Memorandum of Association, whichever applicable)
(ii)    Copy of Registration No. of the firm/company with date and validity under
        Shops/Establishment Act.
(iii)   Copy of Income Tax Assessment for the last three years.
 (iv)   Firm’s/Company’s Income Tax PAN No. and Service Tax No (A copy thereof may
        be attached).

4.       The contractor shall have the right to terminate the contract by giving notice, 60 days
        clearly in advance. NDMA however, reserves the right to terminate the contract at
        any stage,without assigning any reason whatsoever.
5.      Quotations received after the stipulated date and incomplete quotations will not be
        entertained .
6.      This authority reserves the right to reject any quotation, in full or in part without
          assigning any reason.
7.      DD/ Pay Order for Rs 25000/- (Rs Twenty five Thousand only) in favour of DDO,
        NDMA, as Earnest Money Deposit (refundable) is to be enclosed along with tender
        form.


WE ACCEPT ALL THE TERMS AND CONDITIONS MENTIONED ABOVE.

8.      Quotations, supported by the prescribed documents, should be submitted in sealed
envelopes duly super scribed “Quotation for Hiring of Vehicles”. The Quotations be
addressed to the Under Secretary, NDMA, Centaur Hotel, Room No 3020, Near IGI Airport,
New Delhi-110037.and should reach by 28-04-2008 upto 1500 hrs which shall be opened on
the same date at 1530 hrs.
9. Copy of this Notice and draft format of Agreement can be viewed at website
www.ndma.gov.in.

Signature

Name of Firm

Complete Address

Email ID

Fax No

Tel No

Mobile No
                                    DRAFT AGREEMENT

         This Agreement is signed this ___ day of ___ 2008 between the NDMA ,
represented through Under Secretary, NDMA (hereinafter called the First Party)
and M/S __________________(hereinafter called the Second Party).
       That the second party will supply air-conditioned/non-air-conditioned vehicles to
meet the day-to-day requirement of the first party on the following terms and conditions:-
1.    That the validity of the contract period is effective for a period of one year from
the date of award of contract. The contract is extendable, subject to satisfactory
performance and meeting of terms and conditions as given in this agreement and if
agreed to by both the parties.
2.  That the second party will provide AC/Non-AC vehicles on the following rates
Sl.   Type of vehicle     Rate       Rate  Rate      Rate        Monthly
No.                       for        per   per     for half-a Rate for
                          Full       Hour Km       day i.e.      2000kms/200
                          day        For   for     40 kms/       hrs
                          i.e. 80    extra extra    4 hours
                          kms/8 hours kms           (occasional)
                          hrs
1    Car
     Indica/
     Ambassador
     or equivalent
     Non -AC
2    Car
     Indica/
     Ambassador
     or equivalent
     AC
3    Car
     Maruti Esteem
     VX/Indigo LX
     AC or
     Equivalent

Time and mileage would be calculated from the office of NDMA, at A1,Safdargung
Enclave , New Delhi, or any other place of duty intimated from time to time and not from
garage - to – garage
  • Note: Charges for extra kms will be payable only if the total distance travelled in a
     month exceeds “A” x 80 kms where “A” denotes “No. of days the vehicle is
     used.”

                                              -2-
3.     That the second party will provide required number of vehicles, which have a current
valid permit from the concerned competent authority on regular basis. Normally 8 vehicles
will be required to be provided. Additional vehicles will also be required for
workshops/seminars etc. and other functions organized by NDMA periodically.
Accordingly, requirement of lesser or higher number of vehicles for any day will be
conveyed and the same rates will be applicable.
4.     That the second party shall provide requisite number of vehicles at a short notice not
exceeding one hour to the first party.
5. That in case the second party fails to supply the requisite number of transporton any day
during the tenancy of the contract, the first party shall be at liberty to hire/engage the vehicles
from any other available transport company at the risk and cost of the second party on the
prevailing market rate. The expenditure so incurred will be adjusted against the payment due
to the contractor, besides levying a penalty of Rs.500/- per vehicle per occasion. Frequent
breakdown of vehicles will lead to termination of contract.
6. That in the event of any mechanical failure/breakdown occurring to the vehicle after its
reporting on duty, the second party shall immediately arrange the replacement thereof. In
case the replacement is delayed beyond one hour, the second party will be treated as having
failed to provide the transport and shall incur the liability as stipulated in para 05 of this
agreement.
7.       (i)    That the required vehicles will report at the NDMA, A1, Safdarjang Enclave,
        New Delhi, or the nominated place of duty on date/time notified from time-to-time by
        the authorized officer of NDMA to the second party.
       (ii) The owner of the second party should be available on his own direct
       telephone (Office, Residence & Mobile).
       (iii) The Drivers will also be required to carry mobile phones with them to
       facilitate quick contact.
8.      That the kilometer head of the vehicles should be sealed by the second party to avoid
tempering and should be working. The kilometer head of the vehicles will be considered
once the vehicles reports for duty at the nominated place of duty. The last reading of
kilometer will be taken when the vehicle is ordered off duty at any place.
9.       That the antecedents of drivers will be provided in writing and police verification
carried out before detailment on duty.
10.      The second party will provide all vehicles in perfect running condition, upholstery,
décor, matting, paint, light, and all other accessories of the vehicles will be in good condition
at all time. In case the vehicle is not meeting the above standards it will be rejected by the
NDMA and the second party shall provide suitable replacement with in one hour of receipt of
information. In case of failure to provide replacement, second party shall bear entire
expenditure incurred by the first party in terms of para 05 and 21 of
this agreement.

11.    That the second party will provide cars fitted with Red Light, Star Box, Star Plates,
flag rods, car flags, etc., whenever needed.
12. That the second party will provide drivers who are well behaved and having thorough
knowledge of Delhi/NCR and in possession of valid driving licence. They will be instructed
regularly on the etiquette to be observed while on duty of the first party.
13. That the Drivers should be properly dressed in neat and clean uniforms while on duty
and should maintain good hygienic conditions. Uniforms will be supplied by the second party
at his cost.
14. That the second party shall ensure that the vehicles provided are not owned by any
Government employee, their spouses/children.

15. That the first party shall not be liable for any prosecution in the event of any accident
or challan/injuries. The second party shall bear all costs and consequences of prosecution of
any type resulting from the violation of the Rules/Laws of MT Vehicles Act in force. The
second party will bear the responsibility for any legal or financial implication due to accident
to the vehicle, driver and passengers or third party and that NDMA or Government of India
shall have no liability whatsoever in this regard. Second party shall carry out all insurance as
per the Rules.
16. That the second party shall ensure that the bills are submitted to the Under Secretary,
NDMA, by 5th of the following month. If the second party fails to submit the bills by the
stipulated date the first party will not be held responsible for delay in their payment.
17. That the payment will be made only after the bills are cleared by the Pay & Accounts
Officer, PAO (Sectt.), Ministry of Home Affairs, which may take upto one month to process,
subject to timely submission of bills by the second party.
18. That the second party shall fulfil all obligations under various labour laws in force
regarding deployment of contract workers in respect of the services provided under this
contract.
19. That the second party shall deposit a sum of Rs.50,000/- (Rs. Fifty Thousand only) as
Performance Security Deposit by D.D/pay order with DDO, NDMA, which will be utilized
for hiring DLY vehicles in the event of breakdown etc. as stipulated in Paras 5, 6 and 10 at
the risk and cost of the second party. Minimum Rs.50,000/-(Rs.Fifty Thousand only) deposit
shall be maintained at all time.
20. That the second party shall have the right to terminate the contract by giving a notice,
60 (sixty) days clearly in advance, to the first party. The first party, however, reserves the
right to terminate the contract at any stage without assigning any reason, what-so-ever.

21.   The terms and conditions mentioned in the Tender Notice, but not specifically
mentioned in this agreement, shall also form part of this agreement in case of any doubt.
22.    That in the event of any dispute or differences arising under these conditions or any
special condition or contract or in connection with this contract, the same shall be referred to
the court of law under jurisdiction of Delhi Courts.

23.   That the second party shall bear the cost of Stamp Paper and execution of this
agreement.

In witness whereof the said parties to these presents have hereunto set and
subscribed there in respective hands the day, month and year first written above.

National Disaster Management Authority                               Proprietor :- M/s

Date_______ 2008                                                      Date_______ 2008

				
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