INCOME TAX DEPARTMENT, SURAT
F.No. SRT/CCIT/PRO/HV/2014-15
Date : 07/11/2014
TENDER NOTICE FOR HIRING OF VEHICLES
On behalf of The President of India, the Income Tax Department,
Surat invites bids for hiring approximately 26 vehicles (staff cars and
mid/small
size
operational
vehicles)
from
reputed
transport
operators/contractors having requisite vehicles, infrastructure and
experience. Hiring shall be initially for the period of two years from the
date of commencement and may be extended for further period at the
discretion
of
Chief
Commissioner
of
Income-tax,
Surat.
Tender
documents containing detailed terms and conditions for such hiring and
the Proforma for bidding may be obtained from the office of the
ITO (PR), Aayakar Bhavan, Majura Gate, Surat on payment of
tender fee of Rs.500/- (non-refundable) through
demand draft
drawn in favour ZAO, CBDT, Surat payable at Surat during office
hours till 26-11-2014. The same can also be downloaded from the
website www.incometaxindia.gov.in. Last date for submission of
completed tender forms is 27.11.2014 before 11.30 AM.
sd/(Sanjay Vaniya)
Income Tax Officer (PR & Admin.)
for Chief Commissioner of Income-tax
Surat
Hiring of Vehicles - CCIT, Surat Charge
TENDER COST Rs.
500/-
INCOME TAX DEPARMENT
SURAT
TENDER DOCUMENT
Subject:
Hiring of vehicles by the Income Tax Department, Surat regarding.
The Chief Commissioner of Income Tax, Surat on behalf of the President of
India invites quotations in sealed covers from reputed parties latest by 11.30 AM
on 27.11.2014 for hiring of approximately 26 (Twenty six) vehicles ( staff
cars and operational vehicles ) of different models (only Diesel/petrol
run), for the use of the Income Tax Department, Surat.
The bid shall consist of two parts – Technical Bid and Price Bid. Both bids
are to be placed in two separate sealed envelops (clearly super scribing ‘Technical
Bid’ and ‘Price Bid’) which in turn are to be placed in one sealed cover. Bids of all
the parties whose Price Bid are not in a separate sealed cover or the
rates/hiring charges quoted by them find mention in their Technical Bid
shall be rejected forthwith. The forms for both the technical and price bids
should be completely filled up. The Price bids of only those parties shall be opened
whose Technical Bids are found to be eligible as per the terms and conditions
mentioned in this document, while the disqualified bidders’ Price bid shall be
returned unopened.
The bids shall be opened at 12.30 p.m. on 27.11.2014 in the Conference
Room, 3rd Floor, Aayakar Bhavan, Majura Gate, Surat in the presence of bidder or
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Hiring of Vehicles - CCIT, Surat Charge
authorized representative of the bidder, who wishes to remain present. In this
regard, the authorized representative should be duly authorized by the bidder.
A. Eligibility Criteria for Bidder: Technical Bid
Following conditions should be fulfilled by the bidder. The required details
and supporting documents in this regard should be submitted along with
the form for Technical bid (Annexure – A). All the documents should be
numbered and enclosed as annexure with the technical bid.
i.
The applicant contractor (also mentioned as bidder) should own at
least 25 four-wheeler vehicles either in his/her/it’s own name or in the
names of immediate family members or in name of Directors/partners
or in name of related concern (in which applicant or its/his partner or
Directors have substantial interest). The applicant contractor should
have been in the business of hiring of vehicles for at least three years
at the time of making application for the contract and should produce
evidences to that effect. If the applicant is a partnership firm or
Company, and Partners/Directors are having the requisite experience,
in some other concern, it would be included as experience of applicant
itself.
ii.
The Applicant’s Annual Turnover should not be less than Rs.3 crores
from the business of hiring of vehicles and net worth should not be
less than Rs.3 crores in at least one of the financial years from
F.Ys.2011-12 to 2013-14. However, while considering the net worth &
annual turnover from the business of hiring of vehicles, net worth &
turnover of immediate family members in case of proprietorship
concern will be taken into consideration. Similarly in case of applicant
firm/company while considering the net worth & annual turnover from
the business of hiring of vehicles, net worth & turnover from the
business of hiring of vehicles of Directors/partners and of related
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Hiring of Vehicles - CCIT, Surat Charge
concern (in which partner or Directors have substantial interest), will
be included. In support of this, the applicants should submit their
copies of Return of Income along with Balance Sheet & Profit and Loss
Account for relevant year. The decision of Vehicle Hiring Committee
shall be final about inclusion of the vehicle, turnover & net worth of
related person/concerns/immediate family members.
iii.
The applicant contractor either in name of himself/herself/itself or in
the
names
of
immediate
family
members
or
in
name
of
Directors/partners or in name of related concern (in which applicant or
its/his partner or Directors have substantial interest) should have a
reputed client base. The client list along with proof of same.
iv.
For the purpose of above clauses, the immediate family members shall
mean son, daughter, spouse and parents only.
v.
The applicant should be willing to offer all the vehicles required by the
department. The department will be hiring vehicle only from that party
which is ready to provide all type and number of vehicles mentioned in
this notice. Therefore, for this purpose, each bidder should quote the
rates for all types of vehicles mentioned in this notice.
vi.
The bids should be made through the tender documents obtained from
the office of ITO(PR) by paying prescribed fee. In case of applicants,
who are using the forms/documents downloaded from the deptt’s
website for making the bids, the demand draft (DD) of Rs.500/- in
favour of Z.A.O., C.B.D.T., Surat should accompany the
technical bid. The DD should invariably be placed in the
envelope containing technical bid.
vii.
The applicant should submit the Demand Draft (DD) of Rs. 25000/- as
Earnest Money Deposit at the time of making the bid. This DD should
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Hiring of Vehicles - CCIT, Surat Charge
be issued in favour of Z.A.O., C.B.D.T., Surat and should be kept
alongwith technical bid. In no case, the DD should kept alongwith Price
bid. The EMD of unsuccessful bidders shall be returned back. It may
be noted that the bidder, who fails to submit the DD towards EMD
alongwith technical bid shall be technically disqualified.
B. PRICE BID
The price bid should be submitted in the form given in Annexure – B.
Following points should be taken into consideration while making price bid.
i.
In the price bid, for each type of vehicle mentioned in this tender, the
bidder should quote the hiring charges per month (considering 30/31
days in a month as the case may be) exclusive of service tax & other
taxes, Government duties etc for 2000 kms (reckoned from place of
reporting to place of release of vehicle) of usage of vehicle in a month
and providing services of driver for 360 hrs (reckoned from time of
reporting to the time of release) in a month for a vehicle.
ii.
The balance unused kilometer/hours during a month for each car shall
be carried forward and will be available for adjustment against the
excess km/hrs of that car (or any other car replaced in place of that
particular) in any succeeding months and any cumulative shortage will
lapse at the end of a contract year. For example, If a car runs for 1700
KM in first month of contract, say December 2014, then the unused
Kilometers i.e 300 KM ( 2000 KM-1700 KM) shall be available for
adjustment against excess KM run in any Subsequent month till
November 2015. Similarly, the unused kilometers for the month of
January 2015 will also be available for adjustment against excess
Kilometers run in any succeeding month till the month of November
2015. Any unused accumulated kilometers available to the department
will lapse at the end of first contract year. From the beginning of
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Hiring of Vehicles - CCIT, Surat Charge
second or subsequent contract year, the same formula for adjustment
of unused kilometers against excess kilometers of run will be followed
in each contract year. The unused hour for a driver in a month will also
be adjusted against excess hours in subsequent months on similar
lines.
iii.
The charges for additional hours after 360 hours in case of driver and
additional distance travelled by vehicle beyond 2000 Kms in a month
should also be specified by the bidder.
iv.
All the rates must be written both in figures and words. Corrections, if
any, should be authenticated by countersigning.
v.
The time & distance is to be calculated from the time & place of
reporting to the time & place of release of the vehicle.
vi.
The rates quoted should be exclusive of Service Tax and any other
taxes, Govt. duties etc. as applicable.
vii.
The department will be hiring all vehicles from a single party.
Therefore, for the purpose of deciding the lowest bidder, the total
amount of charges quoted for all types of vehicles required by the
department will be taken into consideration.
Quotation should be sent in sealed covers super scribed as QUOTATION
FOR HIRING OF VEHICLES & should reach the office of the Income Tax Officer
(PR), Room No.007, Ground Floor, Aayakar Bhavan, Majura Gate, Surat-395001 on
or before 27.11.2014 by 11.30 AM. The quotation will be opened on 27.11.2014
at 12.30 P.M. in the Room No. 304 (conference room), Aayakar Bhavan in the
presence of the applicants or their representative, who wish to remain present.
Sd/(Sanjay Vaniya)
Income Tax Officer (PR),
Aayakar Bhavan, Surat.
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Hiring of Vehicles - CCIT, Surat Charge
GENERAL TERMS & CONDITIONS FOR HIRING
1.
The Chief Commissioner of Income Tax, Surat (hereinafter referred to as
CCIT) reserves the right to postpone or extend the date of receipt/ opening
of quotations or to cancel the entire process, without assigning any reason
thereof.
2.
The contract shall be initially for a period of two years from date of
commencement. The same can be increased for a further period at the
discretion of CCIT after taking into consideration the performance. However,
the contract can be cancelled before the stipulated time by CCIT without
assigning any reasons by giving one month’s notice in writing to contractor.
Similarly, the contractor can cancel the contract any time without giving any
reason after giving three months notice in writing to the department.
3.
The total number of vehicles required by the department is approximately 26
at present, which includes 7 (seven) nos of “Honda city/Hyundai Verna, 13
(thirteen) numbers of Toyota Innova, 5 (five) nos of Mahindra XUV5OO/Tata
Aria and 1 (one) number of Maruti SX4/Nissan Sunny/Tata Zest. The numbers
of different types of vehicles may vary depending upon the requirement at
any time during contract period and CCIT reserves the right to make any
changes in this regard. The successful bidder will be intimated about exact
number of vehicles of various types to be provided at the time of deployment.
4.
The vehicles to be deployed should in excellent condition and should be
either owned by bidder, or applicant should have exclusive contract of
operating with vehicle owners. The colour of the cars will be preferably white.
They should have been manufactured on or after 01.04.2014 and should not
have run for more than 5,000 kms. All the vehicles must have valid taxi
permits.
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Hiring of Vehicles - CCIT, Surat Charge
5.
The contract would be valid from 1st December 2014. However, it is
understood that successful bidder may not immediately arrange the required
type of vehicles, which have been manufactured on or after 01.04.2014 and
should not have run for more than 5,000 kms. Therefore, a grace period of
two months will be allowed for deploying the required types of vehicles by
the contractor. During this grace period, the contractor may provide slightly
older vehicles of similar size and type as agreed upon by the department and
contractor. However, any such vehicle should be in good and proper running
condition. This period can be extended for another one month by CCIT, Surat
at its discretion.
6.
The vehicles shall be for the exclusive use of the Income Tax Department
(hereinafter referred as department) during the all days of contract period.
During the period of the contract with the Department, the vehicles shall not
be used by the Driver, or owner, or contractor for any other purpose, such as
plying for other parties or for personal/Private use etc.
7.
During the period of contract, the vehicles shall be fully at the disposal of the
department for all 365 days in a year and during the period of contract, the
contractor cannot use the vehicle for any other purposes. The vehicles have
to be parked as per the instructions of the department.
8.
The
driver
shall
be
allowed
one
day
leave
in
a
week
by
the
department/controlling officer.
9.
All expenses relating to salary and allowances of the driver, over time
payment, maintenance of vehicles, insurance, petrol/diesel, oil or any other
expenditure related or incidental to the vehicle and the driver will be borne by
the contractor. The department will pay only hire charges for each vehicle.
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Hiring of Vehicles - CCIT, Surat Charge
10.
All legal obligations in respect of the vehicle i.e. Road Tax, RTO registration
and permissions etc. and minimum wages, bonus, P.F, ESI deduction etc. in
respect of the driver as applicable as per law & Govt. Regulation should be
fulfilled by the contractor and will be the sole responsibility of the contractor,
and department would not make any payment for same.
11.
The vehicles should be maintained neat and clean and in perfect running
condition provided with seat covers & curtains if required by user.
12.
In the event of emergency breakdown of vehicles or absence of driver, the
contactor shall make alternative arrangement by providing substitute vehicle
and driver. In case of failure to do so, the Department would have a right to
hire a vehicle from the market & the additional cost incurred by the
Department will be borne /reimbursed by the Contractor. In case, neither a
substitute vehicle is provided nor a vehicle is hired by the department,
proportionate hire charges will be deducted. Further, penalty may also be
levied in case of such failure.
13.
The drivers deployed by the contractor should fulfill following conditions:
(i)
The driver should have valid taxi driving license with a minimum
experience of three (3) years of driving the cars.
(ii)
Driver should wear the prescribed uniform i.e. Light blue shirt with
navy blue trouser.
(iii)
The driver on a particular vehicle should not be frequently changed.
(iv)
Driver on duty should be provided with mobile phone for easy
communication. The expenses for mobile phone shall not be borne by
the department.
(v)
Driver should be decent and well behaved. The driver should not have
criminal antecedents and it shall be responsibility of the contractor to
verify his background before deployment. The conduct of the driver
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Hiring of Vehicles - CCIT, Surat Charge
will be sole responsibility of the contractor and in this regard,
department shall not be responsible in any manner, whatsoever.
14.
The Contractor and driver shall be bound to carry out the instructions of the
Department as well as of the controlling Officer of the vehicle.
15.
In case of any accident, all the claims/damages arising out of it shall be met
by the contractor. The contractor shall be responsible for any loss/damages
to property or life because of negligence of driver or poor maintenance of
vehicle or due to an accident. The department shall not be responsible for
any such loss/damage. The contractors shall indemnify the department
against any such losses/claims/damages.
16.
The contractor shall provide dedicated vehicles and drivers to the
department. Any change in vehicle and/or driver should be made only in
exceptional circumstances and with the prior intimation to the department.
17.
The Contractor shall be responsible for the suitability, medical fitness and
police verifications of the character and antecedents of the manpower
engaged by it for deployment and for satisfactory implementation of the
service.
18.
The Contractor is required to fulfill the various conditions stipulated by law,
Government orders/notifications etc. in respect of hiring of Vehicles.
19.
The department shall not make any payment other than the agreed Hire
Charges. No increase in hire charges shall be considered during the period of
contract for any reason.
20.
Within the premises, the contractor’s personnel/driver shall not do any private
work other than assigned duties.
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Hiring of Vehicles - CCIT, Surat Charge
21.
The contractor shall ensure that peace and order is maintained in the
premises of the department by his employees.
22.
The
Contractor
personnel/driver
or
his
would
representative
behave
would
courteously
ensure
and
that
decently
all
his
with
the
officers/officials of the Income Tax Department and also ensure good
manners, and shall not indulge in any unlawful activities.
23.
The contractor shall submit copies of the Registration Certificate and
insurance policies of the vehicles being offered for hire and particulars of the
drivers with photograph. One copy of these documents must always be kept
in each of the respective vehicles.
24.
The successful bidder shall be required to produce the vehicle in the office for
the physical verification/inspection before deployment.
25.
The successful bidder shall deposit Rs.1,00,000/-( Rupees one lakh only) at
the time of finalization of bid as Security Deposit (non-interest bearing) in the
form of a crossed demand draft in favour of ZAO, CBDT SURAT, which is
subject to forfeiture in case of termination of the contract due to failure to
abide by terms and conditions of the contract by the contractor.
26.
The decision to increase or decrease the number of vehicle in the tender for
particular model during the period mentioned in the tender is at the sole
discretion of the Chief Commissioner of Income tax, Surat.
27.
The violation of terms and conditions may attract levy of penalty maximum at
Rs.500/- for each default [except the violation mentioned in (i) below], which
would be sole discretion of CCIT, Surat.
(i)
In case the vehicle is used for personal/private purposes by the
contractor/driver on any day, the penalty to an extent of Rs.3000/-per day
can be levied by the CCIT, Surat if the default is made for the first time. In
case of subsequent default of similar nature, the penalty to an extent of Rs.
5000/- per day can be levied upon the contractor.
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Hiring of Vehicles - CCIT, Surat Charge
28.
Any amount payable by the contractor to the department on account of any
loss/claim/damages/penalty shall be recovered from security deposit or
pending bills.
29.
TERMS OF PAYMENT :a. The contractor will submit the monthly bill in triplicate enclosing the
summary sheets within five days of the end of the month which should
be duly verified by the controlling officer for the each vehicle. Payment
will be released after making necessary verification.
b. Income Tax Department, Surat shall release due amount after making
recoveries, if any, during the month through crossed account payee
cheque/RTGS in favour of contractor, subject to deduction of tax at
source.
30.
Any violation of aforementioned terms/conditions may lead to termination of
the contract without any notice.
31.
In case of any dispute or question of interpretation of any condition laid down
in the tender document, the decision of the CCIT, Surat shall be final.
SCHEDULE FOR TENDER
Last Date for collecting tender
form
Last date for submission of
tender form
Tender opening date & time
: 26-11-2014
: Upto 11:30 AM on 27.11.2014
: At 12.30 PM on 27.11.2014
Sd/(Sanjay Vaniya)
Income tax Officer(PR),
Aayakar Bhavan, Surat.
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Hiring of Vehicles - CCIT, Surat Charge
TECHNICAL BID (Annexure-A)
Sr.
No.
1
2
Particulars
Name, address & telephone
No. of the bidder
Income
Tax
assessment
particulars: Circle/Ward & PAN
3
The
number
of
years
of
experience of running fleet of
vehicles on hiring basis
4
Number of vehicles owned
along with proof of ownership.
(Please enclose the annexure
containing
5
Whether the applicant is
offering for hire all the vehicles
required by the Department?
6
If yes, whether applicant has
quoted rate for all types of
vehicles mentioned in tender
notice
Turnover & net worth in the
past three year along with
documentary evidence.
Sr.
No.
Vehicle
type
Registration
no
Whether
copy of RC
book
enclosed? If
yes,
relevant
page nos.
Name of
owner &
relationship
with bidder
Yes/No
Yes/No
F.Y.
2011-12
2012-13
2013-14
Turn over
Net worth
Whether
copy
of
acknowledgement
of
I.T.
Returns
along
with
P/L
account and B/S enclosed for
F.Y.2011-12, 2012-13, 201314 as evidence for turn-over &
net worth.
Yes/No.
( Please mention page nos at which such documents have
been enclosed)
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Hiring of Vehicles - CCIT, Surat Charge
7
Details of reputed clients, who
have hired vehicles from the
Name &
address of
client
Number of
vehicles
Nature of evidence enclosed
with page nos.
applicant.
Name & signature of the
Authorized signatory
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Hiring of Vehicles - CCIT, Surat Charge
Annexure-B
FINANCIAL/PRICE BID
(Separate form is to be submitted for different types of vehicles)
1. Name, Address & Telephone no. of
the bidder:
2. PANo.
Hiring charges per vehicle:
TYPE OF VEHICLE
(Specify the type of vehicle for which
rates are being quoted )
:
____________________
Sr.No. Description
Amount (in Rs.)
( Both in words and figure)
1.
Hiring charges for 2000 kms of run of the
vehicle & 360 hours of services of the
driver in a month (considering 30/31 days
in a month as the case may be)
[Note : Charges are to be quoted on per month and per
vehicle basis]
2.
Charges for every extra Kilometer of usage
of vehicle beyond 2000 Km in a month
3.
Charges for providing services of the driver
beyond 360 hours in month
Name & signature of the
Authorized signatory
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Hiring of Vehicles - CCIT, Surat Charge
15