Inviting Tender for Hiring of Commercial Passengervehicles at BSNL Corporate Office, New

BSNL C.O, New Delhi

BID DOCUMENT

FOR

Inviting Tender for Hiring of Commercial PassengerVehicles at BSNL Corporate Office, New Delhi.

(Through e-tendering process)

Tender Enquiry No.:CA/Admn/Vehicle Hiring/T-472/2014 dated 28/05/2014

BHARAT SANCHAR NIGAM LIMITED

(A Government of India Enterprise)

MM Cell, 2nd Floor, Bharat Sanchar Bhawan, HC Mathur Lane,

Janpath, New Delhi- 110001

From:To,

AGM (MMX)......

2nd Floor, MMSection, ...... ........

Bharat Sanchar Bhawan, HCM Lane,......

Janpath, New Delhi – 110001......

No: CA/MMT/11-12/2014(Admin) Dated: 28/05/2014

Sub: -BID DOCUMENT FOR TENDER FORHIRING OF COMMERCIAL PASSENGER VEHICLES FOR BSNL CORPORATE OFFICE FOR NCT DELHI & NCR AREA

Tender No. :CA/Admn/Vehicle Hiring/T-472/2014 dated 28/05/2014

Please find enclosed the Tender document in respect of above mentioned Tender which contains the following.

Table No: 1

S. No. / Section / Item / Page No.
Section-1 / Detailed Notice Inviting Tender (DNIT) / 3
Section-2 / Tender Information / 7
Section-3 / Scope of work / 8
Section-4 Part-A / General Instruction to Bidders (GIB) / 11
Section-4 Part-B / Special Instructions to Bidders for E-Tendering / 21
Section-5 Part-A / General (Commercial) Conditions of Contract / 27
Section 5 Part B / Special (Commercial) Conditions of Contract / 31
Section-5 Part C / Undertaking and declaration / 34
Section- 6 / Bid Forms (Form I,II,III,IV) / 36
Section- 7 / Schedule of Requirement & Hire charges (Price Schedules Form IA,IB, IC) / 41
ANNEXURES / 44

If interested, kindly submit your offers by means of online bids only through Electronic Tendering at the portal detailed in ‘Special Instructions to Bidders for E-Tendering’ before 1130 hours of 02/07/2014.

AGM (MMX)

Phone Number - (Off) 011-2371 7844

FAX 011-2371 0198

E-Mail:

------

Regd. Off.: BSNL CO, Bharat Sanchar Bhawan, H.C. Mathur Lane, Janpath, New Delhi - 110 001. Web:

Page 1of 46

BSNL C.O, New Delhi

SECTION-1

DETAILED NOTICE INVITING TENDER

On behalf of Chairman and Managing Director, Bharat Sanchar Nigam Limited, digitally sealed online tenders, on rupee payment basis, are invited in Single Stage Bidding and two stage Opening using two Electronic Envelops (Techno-commercial bid & Financial bid) from prospective contractors recognized by Department of Tourism, having minimum 20 commercial passenger vehicles and having experience of supplying not less than 15 commercial passenger vehicles for a minimum two year period to any Government/state Govt. organization or large Public Sector Undertaking against a single contract, for hiring light petrol/ diesel/ CNG driven commercial vehicles such as luxury Category Honda City, SX4, Inova and other new equivalent models. Semi luxury Category AC Indigo, Swift Dzire, Ikon and other new equivalent models and AC Category Santro, Indica, WAGON’R and other new equivalent models & Non-AC Category Santro, Indica, WAGON’R and other new equivalent models etc, vehicles not older than 2012 models for the use of the Sr. executives of BSNL Corporate Office, New Delhi.

Tender type / Details / Estimated Tender Cost / Bid security (EMD)
E-Tender / HIRING OF COMMERCIAL PASSENGER VEHICLES FOR BSNL CORPORATE OFFICE FOR NCT DELHI & NCR AREA / INR 2,26,42,920.00 only / INR 4,52,000.00 only

Sale of Tender Document:
As this Tender Document shall be following the e-Tendering Process, the Bidders may download the free viewing copy of tender documentfrom the BSNL Web site bsnl.co.in. For online bidding process through E-tendering process the tender document will be uploaded on ETS portal by18/06/2014(1800 Hrs).
Tender Document shall be available for downloading from ETS portal only after

Payment of INR 2,000/- (INR Two Thousand Only), which shall be non-refundable in the form of crossed demand draft, drawn on any scheduled bank in favour of ‘Accounts Officer (Cash), BSNL Corporate Office, New Delhi; and
Bidder is required to register compulsorily (if not registered earlier) and complete all the required formalities on the E-tender portal Thereafter, upon payment of INR 2,000/- towards tender document fee to AGM(MMY), 2nd Floor, Bharat Sanchar Bhawan, Janpath, New Delhi-1, the prospective Bidder will be authorized by MM cell, BSNL Corporate Office, New Delhi, to access/download the tender document from the E-tendering portal only.

e-Tendering Process

BSNL has decided to use the e-Tendering Process for inviting Bids for this Tender and thus the physical copy of the Tender would not be sold. The special instructions to Bidders for e-Tendering is provided in Section 4-Part B of this Tender.

3 Eligibility Criteria-

3.1Bidders should be recognized from the Department of Tourism as an Authorized Transporter. Proof must be attached along with technical bid.

3.2The bidders should have sufficient vehicles (minimum 20) of model not older than year 2012 registered as commercial vehicles in their names or firm’s name for use as commercial vehicles or having agreement with owners in non-judicial stamp paper that they have deployed the cars with the agency under their disposal and will be able to provide to BSNL on hiring basis however minimum 10 vehicles out of 20 should be registered in the name of bidder or firm’s name.Registration certificate/ agreement should be enclosed with thedetails of the same should be enclosed with the technical bid as Annexure-I page-44.

3.3The bidders shall also submit full details of the vehicles that can be assigned in their favour and shall give a clear declaration that the firm will be able to supply required number of commercial vehicles of model not older than 2012.

3.4The bidder shall have experience of minimum period of two years for similar type of contract of satisfactory supplying not less than fifteen commercial passenger vehicles to any Central/State Govt. organization or large public sector undertaking against one contract.

3.5The bidder should have PAN No., registration with EPF, ESI and Service Tax authorities andproof of which must be attached with technical bid.

4Responsibility and Bid Submission methodology

4.1The bidder shall be responsible for the implementation of the tender, which includes the Supply of commercial vehicles. The bidder shall also be responsible for the service obligations.

4.2All documents submitted in the Bid shall be in English. In case the certificate viz experience, registration etc. is issued in any other language other than English, the Bidder shall attach an English translation of the same duly attested by the Bidder & the translator to be true copy in addition to the relevant certificate. All documents should be duly attested/ signed by the Bidder.

5BSNL shall open and evaluate the financial bid of technically and commercially responsive bidders for each of the package separately & independently and prepare a package-wise separate list of such bidders arranged in increasing order of their evaluated package prices starting from the lowest (i.e. L1, L2, L3 and so on), for the purpose of ordering against this tender for each package.

6OnlineSubmissionofTenderbid:Upto1130Hrs.oftenderclosingdate

(02/07/2014)

6.1Incasethedateofsubmission(opening)ofbidisdeclaredtobeaholiday,thedateofsubmission(opening)ofbidwillgetshiftedautomaticallytonextworkingdayatthesamescheduledtime.Anychangeinbidopeningdatedue toanyotherunavoidablereason willbeuploaded on above mentioned website.

7OnlineOpeningofTenderbids:At1200Hoursofthistenderclosingdate(02/07/2014)

8PlaceofopeningofTenderbids:BSNL has adopted e-tendering processwhich offers a unique facility for‘Public Online Tender Opening Event(TOE)’.

BSNL’sTender opening Officersaswellasauthorizedrepresentativesofbidders can attend the Public Online Tender Opening Event (TOE) from the comfort of their offices. Pleasereferclause8ofSection4PartBofTenderdocumentforfurtherinstructions.

However, ifrequiredauthorizedrepresentativesofbidderscan attendtheTOEat the Meeting Room, 2ndFloor,Bharat SancharBhawan,Janpath,NewDelhi,whereBSNL’sTenderOpeningOfficers wouldbeconducting PublicOnlineTender OpeningEvent(TOE).

9Tenderbidsreceivedafter duetimeanddatewillnotbeaccepted.

10Incomplete, ambiguous,conditional, unsealedtenderbidsareliable tobe rejected.

11 CMDBSNLreservestherighttoacceptorrejectanyoralltenderbidswithout assigninganyreason.Heisnotboundtoacceptthelowesttender.

12Official copy of Tender document for online bid submissionmust be downloaded from the website from https://electronictender.com for online bid submission.

12.1Thebiddershallfurnish adigitallysignedcopy withno addition/ deletion/ corrections in the downloaded tender document being submittedanditisidenticaltothetenderdocumentappearingonWeb-site.

12.2Incaseofanycorrection/addition/alteration/omissioninthetenderdocument,the tender bid shall be treated as non responsive and shall be rejectedsummarily.

13All computer generated documents should be duly attested/signed by the issuing organization.

14The queries in respect of the bid document, if any, can be sent to following officers at their Email IDs and address of this office, latest by 11/06/2014:

BSNL Contact-1
Name & Desgn. / Mr. M.S.Shekhawat, AGM(MMX)
Telephone/ FAX / 011-2371 7844 / 2371 0198
[between 9:30 hrs to 18:00 hrs on working days]
E-mail ID /
BSNL Contact-2
Name & Desgn. / Mr. Manoj Jain ,Dy. Mgr.(MMX)
Telephone/ FAX / 011-2303 7172 / 2371 0198
[between 9:30 hrs to 18:00 hrs on working days]
E-mail ID /

Section- 2

Tender Information

Type of tender:Single Stage Bidding, Two stage opening using – Two Electronic Envelopes.

Note: The bids will be evaluated techno-commercially and financial bids of techno-commercially compliant bidders only shall be opened.

Bid Validity Period / Validity of bid Offer for acceptance by BSNL:-150 days from the tender opening date.

The tender offer shall contain two e-envelopes viz. techno-commercial and financial envelope which will contain one set of the following documents only :

a)Techno-commercial e-envelope shall contain Electronic Form-Technical with all relevant bid annexure of following, but not limited to, documents :

Copy of EMD Instrument
Receipt/Proof of the payment of tender fee.
Certificate(s) showing fulfillment of the eligibility criteria(s) stated in Clause 3 of the Detailed NIT.
Documents stated in clause 5 of Section-4 Part A except price schedule.
Clause by clause compliance as per clause 5 of Section-4 Part A.
Bidder’s Profile duly filled & signed.
Near Relation Certificate in Performa duly filled & signed as per Form-IV.
Undertaking & declaration in Performa duly filled & signed as per Section 5 part C.
Tender/ Bid form duly filled & signed as per Section 6.

b)Financial e-envelope shall contain:

i)Electronic Form of Price Schedule (Form IA, IB and IC).

c)Offline submissions:

The following documents are required to be submitted offline (i.e. offline submissions) to AGM(MMY), MM Cell, BSNL C.O. 2ndFloor, Bharat Sanchar Bhawan, Janpath, New Delhi-110001 on or before the date & time of submission of bids in a sealed envelope.

The envelope shall bear the tender number, name of work and the phrase: “Do Not Open Before (due date & time of opening of tender).

i) EMD – Bid security (original copy)

ii) DD/ Banker’s cheque of Tender fee

iii) Power of Attorney in accordance with clause 9.4 of section 4 Part A and authorization for executing the power of Attorney.

iv) Pass-phrases for technical and financial electronic envelopes in two separate sealed envelopes.

SECTION-3

SCOPE OF WORK

1. Service

Provision of light commercial vehicles with licensed drivers, registered as commercial vehicles on Hiring basis for running within the jurisdiction of NCT Delhi, & NCR like Noida, Ghaziabad, Gurgaon and Faridabad.

2. Period of Contract

Under normal circumstances the contract shall be valid for a period of two year from the date of issue of work order. However contract may be extended unilaterally by BSNL for a further period upto one year on the same rate, terms & conditions.

3. Quantity

Estimated number of vehicles to be hired is 70. Approx- about 50 vehicles for Delhi & 20 vehicles for NCR Area. Vehicles shall be hired from the empanelled transporters as per Clause 12 of special conditions of contract in Section 5 partB of tender document. However it should be clearly noted that BSNL shall place the order only as per the actual requirements from time to time. As per monthly requirement the vehicles will be requisitioned. The number of vehicles shown is only indicative and for regular work. The actual deployment may vary from time to time depending on company’s policy etc.

4. Duty hrs.

The vehicles are normally required for ten hours per day on all working days of month except Sundays. However actual duty hours/days shall be specified by actual users of vehicle if the vehicle is used on Sunday an extra payment will be paid by BSNL at the rate approved for need basis vehicles. Half an hour lunch and two tea breaks of 15 minutes each in morning & evening session will be allowed to drivers. These timing will depend on the user officers. The above breaks can also be utilized for filling of fuels with the consent of user officers.

5. Notice Period

i) For regular requirements of hiring on monthly basis one day in advance for Delhi NCT region.

ii)For regular requirements of hiring on monthly basis 2 days in advance for NCR region.

iii)Minimum two hour notice for additional requirement during office hours for hiring on daily basis.

iv) Telephonic intimation shall be considered as notice.

6. Reporting place

Any place within the jurisdiction of NCT Delhi, & NCR like Noida/Ghaziabad/ Gurgaon & Faridabad. Actual place of reporting shall be specified by Transport In charge / users of vehicles. No mileage will be allowed for any Lunch or Tea Break.

7. Counting of distance

i.For the vehicles required for visiting officers, reference pointshall be place of registered corporate Office of BSNL for the purpose of counting of distance. Visiting officers shall record the names of pick-up / drop places in duty slip and the chargeable distance shall accordingly be calculated.

Ii For the above vehicles maximum of 10 kms from garage to Corporate office and vice versa will be allowed.

Iii For vehicles hired on monthly basis the meter reading will be counted from residence to residence & in case of shared vehicles, from the residence of first user.

8. Accuracy of meters

The meter reading should tally with the actual distance of run at any instant and user officer(s) shall have to check & verify the meter for its correctness before certify the meter readings accordingly.

9. Penalties

i) In case of break down, vehicles have to be replaced by other commercial vehicles within one hour. In case of failure to provide a suitable vehicle a penalty up to Rs.1000/- per break down may be imposed or deduction will be done on pro-rata basis for the period whichever is more. If the number of break down exceeds three times in a month, a penalty of Rs.300/- per break down shall be imposed.

ii) In case of non-availability of vehicles for any particular day penalty of Rs.500/- per day in addition to deduction on pro-rata basis will be done.

iii)In case of non-availability of vehicles during extra hours, Penalty of Rs.500/- per occasion shall be imposed.

iv)In case of absence of vehicle from duty place during duty, penalty of Rs 100/ per hour shall be imposed.

v)The Contractor shall provide good condition vehicles. Vehicles so hired may be inspected by a pre-designated committee of BSNL officers with reference to good/properly maintained vehicle including cabin, upholstery, seats curtains etc. The decision of committee in this regard shall be final and binding on the contractor. However in case of dispute the decision of GM (Admn) would be final.

vi)No payment will be made for vehicles supplied by the contractor older than 2012 model.

vii) The Agency should not refuse to provide the vehicle against our requirement failing which penalty of Rs. 1000/- shall be imposed on each refusal and the amount deducted from the running bills besides any other action which may even lead to termination of contract.

viii) Tampering of meter reading, vehicle usage timings, overwriting of duty slips and misbehavior of driver shall be viewed seriously, leading to even cancellation/termination of contract.

10. Special Requirements

i)Intending bidder must have a telephone where requisition of vehicles can be conveyed all the 24 hrs. Telephone No. must be specified in the bid.

ii) No vehicle should be supplied having registration in the name of employee of BSNL and certificate to this effect be given while submitting claims.

iii) Payment of any Govt. tax / duty or other charges for plying the vehicles shall be liability of contractor, except parking. However, toll tax for outstation Journey will be paid by the BSNL. Parking charges/toll tax shall be reimbursed on actual basis on production of receipts.

iv) Parking charges, if any, may be claimed by producing the parking slips duly initialed by the officer concerned.

v)The contractor shall provide well behaved drivers wearing proper uniform while driving along with Mobile Phone and having knowledge of office route.

vi) The drivers should have valid driving license. Photo Identity card shall also be issued to their drivers by the concerned contractor.

vii) Contractor shall insure that sufficient cash is available with driver all the times to cover essential contingent expenditure, urgent repairs and other essential expenditure.

SECTION-4 Part A

GENERAL INSTRUCTIONS TO BIDDERS (GIB)

Eligibility Conditions:- As per Clause 3 of Section-1 (DNIT)

2. Cost of Bidding

The bidders shall bear all costs associated with the preparation and submission of the bid. BSNL in no case will be responsible for these costs regardless of the conduct or outcome of the bidding process.

3. Bid Document

3.1Bid document includes

Detailed Notice Inviting Tender
Instruction to bidders
General (Commercial) condition of the contract
Special conditions of contract if any
Schedule of requirement and price schedule
Services to be provided (Scope of work)
Bid form
EMD form
Performance Security Bond Form
Letter of authorization to attend bid opening.

k. Documents in the support of eligibility condition as per clause I above.

l. Certificate/undertaking of non-participation of near/close relative of BSNL employee and also vehicles are not owned by close relative.

3.2 The bidder is expected to examine all instructions, forms, terms and specifications in the Bid Documents. Failure to furnish all the information required as per Bid Documents or submission of the bids not substantially responsive to the Bid Documents in every respect will be at the bidder’s risk and may result in rejection of the Bid.

3.3A prospective bidder requiring any clarification on the Bid document shall notify BSNL online. BSNL shall respond online to any request for the clarification of bid document, which it receives not later than 7 days prior to the date of opening of Tender.

3.4Any clarification issued by BSNL in response to query raised by prospective bidders shall form an integral part of bid documents and it may amount to an amendment of relevant clauses of the bid documents.

4.Amendment to bid document

(i)At any time, prior to the date of submission of bid, BSNL may, for any reason whether at its own initiative or in response to a clarification required by a prospective bidder, modify the bid documents by amendments.