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TENDER FOR CAR RENTAL SERVICES

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TENDER FOR CAR RENTAL SERVICES Powered By Docstoc
					Since 1867


                                  [A Government of India Enterprise]
                                      Administration Department
                              21, Netaji Subhas Road, Kolkata – 700 001
                                        * fax [033] 2222 5656




                             TENDER FORM
                           TENDER NO. - 97/2007-08
                             DATED - 30/03/2007


                      CONTRACT FOR
                    CAR RENTAL SERVICE

                                               AT

                         21, NETAJI SUBHAS ROAD,
                             KOLKATA – 700 001
                [TENDER TO BE SUBMITTED BY VENDORS IN TWO SEPARATE COVER FOR

                   [A] TECHNICAL BID [AS SPECIFIED IN ANNEXURE – ‘I’ & ‘II’] -
             SUPERSCRIBING ON THE ENVELOPE ‘TECHNICAL BID FOR CAR RENTAL SERVICE

                                                 &

                      [B] FINANCIAL BID [AS SPECIFIED IN ANNEXURE – III] -
               SUPERSCRIBING ON THE ENVELOPE ‘PRICE BID FOR CAR RENTAL SERVICE
                                                   - 2 -




  Since 1867


                                      [A Government of India Enterprise]
                                          Administration Department
                                  21, Netaji Subhas Road, Kolkata – 700 001
                                            * fax [033] 2222 5656




                                        C O N T E N T S


PART                        SUBJECT                                            PAGE NO.


PART – I      [UNPRICED]    [A]        NOTICE INVITING TENDER                     03-04
[SEPARATE COVER]
                            [B]        GENERAL CONDITIONS OF TENDER AND
                                       SPECIAL TERMS AND CONDITIONS               05-06

                            [C]        FORM OF TENDER [UN PRICED]                 07-08

                            [D]        FORM FOR DECLARATION OF CERTAIN INFORMATION 09



PART – II            [PRICED]          PRICE SCHEDULE AND SCHEDULE OF WORK         10
[SEPARATE COVER]




                                                                                          …3..
                                                              - 3 -




   Since 1867


                                              [A Government of India Enterprise]
                                                  Administration Department
                                          21, Netaji Subhas Road, Kolkata – 700 001
                                                      * fax [033] 2222 5656



Tender Ref. No. - Admin/91 Car General
Tender No. -      97/2007-08
Date -            30.03.2007.


Dear Sir[s],


Sub. : Tender for Car Rental Services


Tender are invited from competent, resourceful and experienced Car Hiring Agencies, who are having sound technical and financial
capabilities for providing Ex-Show Room Motor Cars on hiring basis for usage of Company Officials.

Interested vendors are requested to submit their offers in line with the Terms and Conditions as specified in the various Annexures
[i.e. Annexure – I pertaining to Technical Bid and Annexure – II pertaining to Price Bid], enclosed.

Please note that the offer should reach the Office of the Senior Manager [Administration], Balmer Lawrie & Co. Ltd. situated at 21,
Netaji Subhas Road, Kolkata – 700001, in the prescribed format as specified in the enclosed Annexure in a sealed cover,
superscribing on the envelope ‘Tender for Annual Car Rental Services’ together with Interest Free EMD of Rs.5,000.00 by Demand
Draft / Pay Order in favour of Balmer Lawrie & Co. Ltd., payable at Kolkata by 03.00 p.m. on 19th April, 2007.

Submission of incomplete tender will not be considered nor shall the Company entertain any queries / persons, whatsoever, on the
subject.

Thanking you,


Yours faithfully,


[ N. P. L. Chakrovarty ]
Senior Manager [Administration]

Enclo. : As above
                                                                                                                              …4.
                                                                                                  Continuation Sheet – 4.



                                       NOTICE INVITING TENDER
             TENDER REF. NO. : Admin/91 Car General ; TENDER NO. 97/2007-08, DATE : 30.03.07
                    LAST DATE FOR RECEIPT OF TENDER : 19.04.2007 BY 03.00 P.M.


                                                                                                        ANNEXURE – I

                                       SUPPLY OF CARS ON RENTAL BASIS

                                       [Please fill up in Block Capital Letters]


[01]   Name of the Agency                    :


[02]   Proprietor / Partnership              :


[03]   Address for Communication             :



[04]   Permanent Address                     :



[05]   Details of Cars Hired out to Other
       Parties, if any                                 :




[06]   Terms and Conditions of
       Contract                              :         Agreed – As per Annexure II submitted
                                                       [Enclosed]

[07]   Submission of Rate                              :        Submitted – As per Annexure III
                                                       [Enclosed]

[08]   Validity of Contract                            :         Three [3] years



                                                                  _______________________________________________
                                                                        [ Signature and date with Official Seal ]


                                                                                                                    …5.
                                                                                                                Continuation Sheet – 5.




                                              NOTICE INVITING TENDER
                  TENDER REF. NO. : Admin/91 Car General ; TENDER NO. : - 97/2007-08, DATE : 30.03.2007
                           LAST DATE FOR RECEIPT OF TENDER : 19.04.2007 BY 03.00 P.M.


                                                                                                                        ANNEXURE – II

                                                TERMS AND CONDITIONS OF TENDER

1.0          This is only a price enquiry and not an order

 2.0      Two Bid System – Bidders are requested to submit offers in two parts viz. Part – I [Un-priced Bid] and Part – II [Priced
Bid]. Each part should be submitted in separate envelop marked ‘Un-Priced Bid’ and ‘Priced Bid’ as applicable. Both the envelops
are to be kept in a large envelop and same has to be submitted to us by the due date.

3.0          Bidders are requested to submit the following documents :-

       [a]     Copy of Valid Trade License
       [b]     Copy of Income Tax Clearance
       [c]     Copy of PAN Card
       [d]     Copy of Registration under Service Tax [as applicable]
       [e]     Copy of Registration Certificate issued by Central Excise Department pertaining to issue invoices / challans / bills
               containing the name and address of service provider, service receiver, description of service, value of service and
               service tax payable thereon [as applicable].

 4.0         Drivers should have valid Professional Driving License having relevant experience. They shall be provided with uniform.

 5.0         Interest Free EMD – Interest free deposit of Rs.5,000.00 [Rupees five thousand only] is required to be kept with us till
             expiry of the contract period.

 6.0         This rate of contract will be valid for three years

7.0      Any violation of this condition even if detected subsequent to the award of contract, would amount to breach of contract
on tenderer’s part entitling BL to all rights and remedies available thereof including termination of contract.

8.0          Rates offered would be valid and binding on the tenderer for six months from the closing date of tender unless extended
             by mutual consent in writing. During the validity period, tenderer will not be allowed either to withdraw or revise his offer
             on his own. Breach of this provision will entail forfeiture of the Earnest Money Deposit. Once the tender is accepted and
             work awarded, the rates quoted will be valid for the first year. An increase of 5% over the first year rate for second year
             and 10% for the third year.

9.0          Tenderer should deposit un-priced / priced bid, separately, in a sealed envelope well before the closing time and date in
             the tender box earmarked for this purpose at the concerned office. No tender document shall be entertained after due
             date and time of submission of tender. BL will not be responsible for the delay under any circumstances, whatsoever if
             the tender is not submitted before the closing date and time and in the correct tender box.

                                                                                                                                     …6.
                                                                                                            Continuation Sheet – 6.




                                           NOTICE INVITING TENDER
               TENDER REF. NO. : Admin/91 Car General ; TENDER NO. :- 97/2007-08, DATE : 30.03.2007
                          LAST DATE FOR RECEIPT OF TENDER : 19.04.2007 BY 03.00 P.M.


                                                                                                          ANNEXURE – II [contd.]
                                       TERMS AND CONDITIONS OF TENDER [contd.]

11.0    Tenders not meeting the tender terms and; conditions or incomplete in any respect or with any additions / deletions or
        modifications are liable to be summarily rejected without any further communication to the tenderers and decision of BL
        in this respect will be final and binding.
12.0    Tenderer should submit all the details and enclosures as has been asked for in the tender form. In case any of the
        information is not applicable to the tenderer, ‘Not applicable’ may be written against such item. Not submitting any
        information / enclosure sought for may be a ground for rejecting the tender.
13.0    Vehicle quoted in the tender should have all valid documents such as Tax Token / Registration Certificate.
                                                   SPECIAL TERMS AND CONDITIONS
[01]    All statutory obligations as required under the laws as Government regulations including Insurance.
[02]    ESI and Pollution Certificate, etc. are to be abided by Vendor and any consequential damage shall be borne by them
[03]   In case of any exigencies during week days and on weekly off days, our Company’s Officer has the right to use the vehicle,
       in which case we undertake to arrange for repairs at our cost for any accidental damage to the vehicle. We also undertake
       to reimburse you traffic, penalties, if any, imposed by Police during use of the vehicle by us.
[04]   In case the services of the car and / or the driver engaged is found unsatisfactory or for any disciplinary matters / conduct,
       the company may terminate this contract by giving one month’s notice in writing.
[05]   All major maintenance will be borne by the hirer.
[06]   Any accidental damage which does not come to the total cost of repair through Insurance will be borne by the Company.
[07]   Replacement of car should provide a substitute vehicle / driver, when original driver / car is not available for any reason. In
       case of any failure, company will make alternative arrangement failing which 1½ time or pro-rata hire charges / mileage will
       be recovered from your monthly bill.
[08]   Payment will be made within 15 days from the date of submission of bill on monthly basis, duly certified by the our Officer
       who is availing such vehicle.
[09]   Parking shall be at the residence of the executive to whom the car has been allotted / assigned, including on / off days.
       During the week days and on / off day the officer to whom the car has been allotted can drive the car himself.
[10]   Fuel Charges – Reimbursable at actual upon completion of every nine kms. per litre.
[11]   Cost of Lubricants – Reimbursable at actual upon completion of every 1000 kms. per litre
[12]   Duty Hours –     [a] Normal Working day – 6 days
                [b] Normal Working hours – 10 hours per day
                        [c] Weekly off days / holidays – As per instruction by the officer to whom the car has been allotted
[13]   Period of Contract – Initial three years, which can be extended subject to satisfactory performance during the contract
       period [solely at the discretion of the Company].
[14]   Successful Tenderer should arrange delivery of car within 30 days from the date of Letter of Indent or Purchase Order,
       whichever is earlier.

                                                                                                                                 …7.
                                                                                                                Continuation Sheet – 7.


                  TENDER REF. NO. : Admin/91 Car General ; TENDER NO. :- 97/2007-08, DATE : 30.03.2007
                           LAST DATE FOR RECEIPT OF TENDER : 19.04.2007 BY 03.00 P.M.

                                                  FORM OF TENDER – UNPRICED
                                              [ TO BE FILLED IN BY THE TENDERER ]

SERIAL NO. : _______________________________________

DATE          : _______________________________________


FROM [Name, Address and _________________________________________________________________
Phone No. of the Tenderer]       _________________________________________________________________
                                _________________________________________________________________
                                __________________________________________________________________
                               ___________________________________________________________________
                               ___________________________________________________________________
To
The Senior Manager [Administration]
Balmer Lawrie & Co. Ltd
21, Netaji Subhas Road,
Kolkata – 700 001.

Dear Sir,
                                Sub. : UNPRICE BID FOR TENDER REF. ADMIN/91 Car General ;
                                          TENDER NO.- 97/2007-08 Dated 30.03.2007

Having examined the subject Tender Documents consisting of Notice Inviting Tender, Terms and Conditions, Specification Form of
Tender, Price Schedule, etc. and having understood the provisions of the said Tender Document and having thoroughly studied the
requirements of Balmer Lawrie & Co. Ltd. to the work tendered for in connection with the supply of hired Car, as per requirements, at
your Corporate Office, situated at 21, Netaji Subhas road, Kolkata – 700 001 study of things whatsoever necessary or relative to the
formulation of the tender and performance of work.      I / We hereby submit our tender offer for the performance of proposed work in
accordance with the terms and conditions as mentioned in the Tender Document at the rate[s] quoted by me / us in the
accompanying price schedule based on the Schedule of Works included within the Tender document.
It the work or any part thereof is awarded to me / us, I / We undertake to perform the work in accordance with the Tender Document
and accept the terms and conditions of the Tender as will be laid down therein failing which Balmer Lawrie; & Co. Ltd. shall be at
liberty, without further reference to me / us and without prejudice to any of its rights or remedies, to terminate the agreement and / or
to forfeit the earnest money deposited in terms thereof.
I / We have annexed to this tender the following documents [in duplicate] :-
 [01]       Tender document in sealed envelope [two copies] each of Unpriced and Priced duly filled with Annexures.

 [02]       Set of tender document, as issued duly signed.
                                                                                                                                       8
                                                                                                                          Continuation Sheet – 8.



                  TENDER REF. NO. : Admin/91 Car General ; TENDER NO. :- 97/2007-08 ; DATE : 27.03.2007
                           LAST DATE FOR RECEIPT OF TENDER : 06.04.2007 BY 03.00 P.M.
                           FORM OF TENDER – UNPRICED [ TO BE FILLED IN BY THE TENDERER ]


  [03]      Original Power of Attorney or other proof of authority of the person who has signed the Tender or Copy of Power of
            Attorney or other authority in proof of authority of the person who has signed the tender, annexed with Part – I.

  [04]      Certified copy of Income Tax clearance certificate, annexed with Part – I.

  [05]      certified copy of Valid Trade License, annexed with Part – I.
  [06]      Certified copy of Sales tax clearance certificate, annexed with Part – I.

  [07]      Photo-copy of Pan Card
  [08]      Copy of Registration Certificate issued by Central Excise Department pertaining to issue invoices / challans / bills
            containing the name and address of service provider, service receiver, description of service, value of service and
            service tax payable thereon.
  [09]      Any additional documents as asked for.

I / We hereby undertake that the statements made herein and the information given in the Annexures referred to above are turn in all
respects and that in the event of any such statement or information being found; to be incorrect in any particular, the same be
construed to be a misrepresentation entitling Balmer Lawrie & Co. Ltd. to avoid any resultant contract.

I / We further undertake as and when called upon by Balmer Lawrie; & Co. Ltd. to produce, fot its inspection, original[s] of the
document[s] of which copies have been annexed hereto.

I / We confirm having Deposited interest free Earnest Money of Rs.5,000.00 [Rupees five thousand only] in the form of Bank
Guarantee No. _____________________________________ from Bank ____________________________________________
Dated ________________________________ OR in the form of Pay Order / Demand Draft No. _________________________
From Bank ______________________________________________________ Dated ____________________________. The Pay
Order / Demand Draft is payable at Kolkata.

                                                                                                Yours faithfully,


                                                                        ----------------------------------------------------------------------------------
                                                            Signature[s] of the Tenderer[s] with Date and Official Seal
                                                               Witness
Signaturewith date            :
Name [in block letters]       :
Occupation                    :
Address                       :

Name and Designation of Authorised person
Signing the tender on behalf of the tenderer[s]   :

Full Name and Address of the Tenderer[s]          :



                                                                                                                                                   …9.
                                                                                                   Continuation Sheet – 9.


                TENDER REF. NO. : Admin/91 Car General ; TENDER NO. : - 97./2007-08 ; DATE : 30.03.2007
                          LAST DATE FOR RECEIPT OF TENDER : 19.04.2007 BY 03.00 P.M.

             Please furnish the following information with documentary evidences [to be filled by Tenderer].

[1]    [a] Name and Address of Bank




        [b] Account Number



        [c] Type of Account [Savings / Current]



[2] Tax Registration No. [Please submit photo-copy of proof]

  [a] VAT No.



  [b] WBST No.



  [c] Service Tax No.



  [d] TIN, if any



[3]      Income Tax Permanent Account No. [please submit photo-copy of proof]



[4]      Employees’ State Insurance No [please submit photo-copy of proof]



[5]       Trade License No. [please submit photo-copy of proof]



[6]      SSI and or any other Statutory Reg. No, if any, [please submit photo-copy of proof]




[7]      Other Information, if any, please specify [please submit photo-copy of proof]




                                                                                                                    …10.
                                                                                                                         Continuation Sheet – 11.

                                                                                                                                    ANNEXURE - III


                  TENDER REF. NO. : Admin/91 Car General ; TENDER NO. :- 97/2007-08 ; DATE : 30.03.2007
                           LAST DATE FOR RECEIPT OF TENDER : 19.04.2007 BY 03.00 P.M.

                                                          PRICE SCHEDULE

             Brand New Vehicle                                                   Hire Charges per month
                                                                 With Driver                                           Without Driver
                                                                    [Rs.]                                                  [Rs.]
          HONDA CITY ZX – V Tec
            [Brand New Vehicle]
           FORD IKON 1.3 FLAIR
            [Brand New Vehicle]
          MARUTI BALENO – VXI
            [Brand New Vehicle]
            HYUNDAI VERNA XI
            [Brand New Vehicle]
           MARUTI ESTEEM LXI
            [Brand New Vehicle]

                                                        SCHEDULE OF WORK

 [01]     Details of the items under the Schedule shall be read in conjunction with the corresponding Specifications and other
          Tender Documents.

 [02]     The supply shall be carried out as per Specifications and the description of the items in this Schedule

 [03]     Items of supply provided in this schedule but not covered in the specifications shall be supplied strictly as per instructions
          of the Balmer Lawrie & Co. Ltd..

 [04]     Unless specifically mentioned otherwise in the contract, the tenderer shall quote total prive inclusive of all taxes, duties,
          levies, freight, insurance, cess, etc. However, all components should be clearly quantified.

 [05]     Balmer Lawrie & Co. Ltd’s decision shall be final and binding on the supplier regarding clarification of items in this schedule
          with respect to the other sections of the contract.

 [06]     Any deviations from this format of Price Schedule shall make the offer liable for rejection.


                                                                          ----------------------------------------------------------------------------------
                                                                           Signature[s] of the Tenderer[s] with Date and Official Seal

                                                                Witness

Signaturewith date            :
Name [in block letters]       :
Occupation                    :
Address                       :

Name and Designation of Authorised person
Signing the tender on behalf of the tenderer[s]   :

Full Name and Address of the Tenderer[s]          :

				
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