1

Direct Taxes Regional Training Institute, Mumbai

Description: _________________________________________

SECTION-I

: NOTICE INVITING TENDER :

To:

M/s.______________________________

___________________________________

___________________________________

Sir / Madam,

Sealed quotations are invited by Direct Taxes Regional Training Institute,

Mumbai, (hereinafter referred to as the “Purchaser”) on behalf of the President
of India, for hiring two vehicles of 2008 year model or later, with driver, as per
the Instructions and Terms & Conditions given in Section-II & III of this tender
document, from the owners / lessees of commercial vehicles, under the single-
bid system, as per the table below:-

Sr. Field Unit / Type of No. of Earnest Cost of tender

No. Officers Vehicles vehicles Money document(Rs.)
(Diesel) Deposit
1 DTRTI, Innova / Swift 02 7,200/- per 100/-
Mumbai Desire vehicle

Yours faithfully,

(Deepak A Talreja)
Addl.Asst.Director /A.O.
DTRTI, Mumbai.
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BIDDING DOCUMENT

Hiring of two vehicles by DTRTI, Mumbai, by call of limited

tender.

Tender notice No.RTI /AO/VEH-HIRE /2009 –10 dtd. 24/12/2009

GOVERNMENT OF INDIA, MINISTRY OF FINANCE

DIRECT TAXES REGIONAL TRAINING INSTITUTE
Mahalaxmi Chambers, S.K. Rathod Marg, Opp:Racecourse,
Mumbai-400 034.

DIRECT TAXES REGIONAL TRAINING INSTITUTE

MAHALAXMI CHAMBERS, S.K. RATHOD MARG,
OPP: RACE COURSE, MUMBIA-400 034.
Tel: (022) 23541722 / 23545340 / 23515218
Fax No. 022 – 23540727
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DOMESTIC COMPETITIVFE BIDDING

(Through call of Limited Tenders)

Tender notice No.RTI/AO/VEH-HIRE /2009-10 dtd. 24/12/2009

Name of Work : Annual Contract for hiring of two

vehicles by DTRTI, Mumbai.

With effect from 15/01/2010

Period of Sale of Bidding : 29th Dec.,.2009 to 4th Jan. 2010
Document between 11.00 a.m. to 5.00 p.m.

Last Date & Time for : 07 Jan. 2010 at 15.00 hrs.

receipt of Bid

Time & Date of Opening : 07 Jan. 2010 at 15.30 hrs.

of Bid
Place of Opening of Bid : “VISHRANTIKA”, DTRTI, Mumbai.

Pre-bid conference : 07 Jan. 2009 at 12.30 hrs. at

“VISHRANTIKA”, DTRTI, Mumbai.
Officers from whom the : Administrative Officer, DTRTI, 3rd
tender documents can be Fl., Mahalaxmi chambers, S.K.
obtained and submitted Rathod Marg, Opp:Race Course,
Mumbai-400 034.

(The bid document can also be

downloaded from the website of
NADT: www.nadt.gov.in)
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SECTION-II

: INSTRUCTION TO BIDDERS :

1. The cost of the bid document is Rs.100/- (non-refundable). A Demand

Draft favouring ‘ ZAO, CBDT, Mumbai’ for this amount should be enclosed
along with the bid document. The bid document is also available from the
Administrative Officer, at DTRTI, 3rd Floor, Mahalaxmi Chambers, S.K. Rathod
Marg, Opp: Race Course, Mumbai-400 034.

2. A pre-bid conference will be held at the aforesaid venue on the date and
time mentioned in Section-I of this tender document. All intending bidders or
their representatives are requested to attend even if they themselves do not
have any clarifications to seek.

3. No alteration should be made in any of the terms and conditions of the

bid document by scoring out any part thereof or by making any addition.

4. Deadline for Submission of Bids:

(a) Bids shall be received by the Purchaser at the address specified not
later than the time and date specified in the invitation for Bids. In the
event of the specified date for the submission of Bids being declared
a holiday for the Purchaser, the Bids will be received upto the
appointed time on the next working day.

(b) The Purchaser may, at its discretion, extend this deadline for
submission of bids by amending the bid documents in which case, all
rights and obligations of the Purchaser and Bidders previously
subject to the deadline will thereafter be subject to the deadline as
extended.

(c) Any bid received by the Purchaser after the deadline for submission
of bids prescribed by the Purchaser in the bid document will be
rejected and returned unopened to the Bidder. The Purchaser shall
not be responsible for postal delays.
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5. In the submitted bid, no variation or deviations in any manner

whatsoever, to the terms and conditions will be admissible. Bids not accepting
or modifying any of the terms and conditions, in whole or in part as listed in
section-III, will be summarily rejected.

6. A sum of Rs.7,200/- (Rupees Seven Thousand Two Hundred only) for

each vehicle must be furnished as Earnest Money through the bank draft
favouring ‘ZAO, CBDT, Mumbai” & must accompany the bid without which the
bid will be rejected. The said amount will be forfeited, if the successful bidder
fails within the time fixed by the Purchaser, to sign the contract on terms
contained in the bid documents, or fails to execute the order within the
stipulated time.

7. No bid will be considered unless and until all the pages / documents
comprising the bid are properly signed and stamped by the person/s
authorized to do so on behalf of the bidder.

8. The bid shall remain valid for 30 days from the date of opening of the
bids.

9. The bidder whose bid is accepted by the Purchaser shall be the

successful bidder. In the event of bid being accepted, the quotations
(Annexure-2) and the Terms and Conditions (Section-III) will be converted into
a contract, which will be governed by the terms and conditions given in the bid
document.

10. Completed tender documents along with Performance Guarantee

instrument and supporting documents in SEALED cover super-scribed “Tender
for hiring of vehicles in Mumbai” should reach the Administrative Officer,
DTRTI, Mumbai, before the due date.
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11. The bid document of every bidder shall consist of the following
documents:

(i) Information as per Annexure-1.

(ii) The quotations strictly as per the proforma given in Annexure-2
(iii) Copy of Terms and conditions (Section-III) signed on every page.
(iv) Earnest Money Instrument of Rs. 7200/- for each vehicle.
(v) Cost of bid document – Rs.100/-.

*********
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SECTION-III

: TERMS & CNDITIONS OF CONTRACT ;

The make of the vehicles should be of the year 2008 or later with terms
and conditions mentioned below:

2. The contract amount / charges for the each vehicle on calendar month
basis will be as under:
Sr. Type of Vehicle Innova Swift Desire
(Diesel)
(a) No. of Vehicles offered

(b) Monthly contract charges per vehicle

(for 1500 Kms & 300 hours)
(c) Rate per km. for every extra km.
beyond 1500 Kms per month per
vehicle (subject to clause 9 of the
terms & conditions)
(d) Rate for every extra hour beyond
300 hours per month for per vehicle
(e) Extra charges for use on Weekly
Holiday per vehicle (kms. to be
included in monthly scheme of 1500
kms).

The vehicle must be available at any time of any day as directed by the
Purchaser. However, the monthly charges on all counts should not exceed
Rs.30,000/- , inclusive of all taxes.

The hiring charges shall be on the basis of zero based mileage, starting /
ending from DTRTI, Mumbai or at the place where the vehicle is directed to
report or is released.

3. The above vehicle should not have been manufactured before 1st of
January 2008 and should not have run for more than 5000 kms., having valid
tax registration with Competent Authority. The vehicle provided must be in
good condition and should be kept neat and clean and in perfect running
condition.

4. The Vendor shall provide dedicated drivers & vehicles and any change in
vehicle and / or driver should be made only in very exceptional circumstances.
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Replacement of the vehicle / driver shall be provided by the contractor in the

event of a break down of vehicle / non-availability of driver.
The billing will be on a monthly basis and the bills typed in triplicate shall be
submitted on a working day to the Purchaser latest by the 10th of succeeding
month. The date-wise, serially numbered duty slips/log book for the month
signed by the user must be submitted in duplicate, along with the monthly bill.
Deduction of tax at source (TDS) as per applicable rates prescribed under the
Income-tax Act, 1961, shall be made by the Purchaser from every payment
made under this contract.

In addition to the above, parking charges and toll tax etc, shall also be
reimbursable over and above the quoted charges provided the Vendor attaches
satisfactory proof of payment of such charges with the relevant monthly bill.

5. The Vendor should be registered with the authority concerned of State or

Central Government and should fulfill the conditions prescribed in Section 66 of
Motor Vehicle Act, 1988.

The road worthiness of the vehicle provided is to be ensured at all times by the
Vendor, including the timely payment of applicable taxes and compliance to all
regulations prescribed from time to time by the competent authorities.

The vehicle provided should be kept in neat and clean condition with good
upholstery and regularly polished exterior. It should also be in perfect running
condition. The Vendor shall be required to produce the vehicle and the driver in
the premises of the Purchaser for physical inspection before the signing of the
contract. The vehicle will not be used for other purposes by the Vendor, while
under contract with the purchaser.

The Vendor will be required to furnish to the Purchaser certified copies of RC

Book, Insurance Policy of the vehicle being supplied, latest road tax challan
paid, Permanent Account Number(PAN) and copy of latest I.T. return filed of
the concern, photograph of the drivers along with their permanent and present
address, copies of the driving license of the drivers, on or before the date of
formal signing of the contract.
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6. The drivers employed along with the vehicle by the contractor should
satisfy the following conditions:-

Driver should have minimum 5 years of experience of driving. He should

have Vehicle Transport Licences for driving passenger vehicle.

It shall be the responsibility of the Vendor to ensure that the drivers are
qualified and experienced possessing valid driving licenses. The driver of the
vehicle provided must follow all traffic rules / regulations and the responsibility
for any consequences of the failure to do so shall be of the Vendor alone. The
Purchaser will have no direct or indirect liability arising out of negligent /rash
driving and any loss caused to the Purchaser will have to be suitably
compensated for by the Vendor.

The driver should be courteous, neatly dressed in proper uniform (labeled blue
shirt with blue trouser & black shoes) with name badge and adequately
educated so as to maintain the log book and understand basic instructions in
English and Hindi. Proper Identity Cards should be issued by the Vendor to the
drivers after verifying their antecedents. If the driver is found wanting in any
respect by the purchaser, the Vendor will change the driver immediately, failing
which penalty could be levied as per para-7.

If the condition of the vehicle is not found satisfactory, or if no vehicle reports at

all, or in case of a breakdown, the Vendor shall be obliged to send a
replacement of equivalent or better make vehicle immediately. If no
replacement is provided in time, the Purchaser shall have the right to hire a
vehicle from elsewhere and the cost incurred towards such hire charges will be
deducted from the bill of the Vendor. In the circumstances mentioned above,
even if no vehicle is hired by the Purchaser from the market, the Purchaser
shall deduct proportionate hire charges from the bill of the Vendor for the
succeeding month. Even a part of the day will be reckoned as one full day for
the purpose of this deduction.
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7. In case of non-compliance of the above terms and conditions of contract, a

penalty shall be levied. The penalty for some of the defaults is as under:-
Sr.No. Nature of default Penalty
1 Late Reporting 50% of proportionate contract charges
per day.
2 Non-reporting / non- 50% of proportionate contract charges
per day
responding to call
3 Poor maintenance of RS.2000/- per month.
vehicles
4 Refusal of duties 100% of proportionate contract charges
per day
5 Non-observation of dress- Rs.100/- for first instance and Rs.200/-
code for subsequent instances.
6 Change of drivers without Rs.1000/- per instance
permission
7 Vehicle kept unclean 50% of proportionate contract charges
per day.

The above penalty will be calculated assuming 25 working days in a month.

The penalty would be in addition to the charges deductible for non availability of
vehicle or the defaults mentioned in para-6 above, at the discretion of the
purchaser.

The penalty shall be levied on the basis of the certificate signed by the
Controlling Officer authorized by the purchaser or as the case may be.

8. A log book of the vehicle (with registration number) specifying daily

reporting and relieving time as well as daily opening and closing meter reading
shall be maintained for each vehicle by the vendor. The Contractor shall
provide the log book and a summary of log book along with remarks, if any, of
the controlling officer to whom the vehicle has been assigned and shall submit
along with the bill, on monthly basis.

9. The liability on account of fuel, driver and all expenses relating to

maintenance, insurance, vehicle tax, penalty, service tax etc. of the vehicle
would solely and wholly be the responsibility of the Vendor and the Purchaser
will not bear any liability apart from the hiring charges.
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9(a) Payment of minimum charges agreed upon shall be made every month,
provided that if the contract does not commence / end in the beginning / end of
a month, payment of minimum charges will be made on proportionate basis.

9(b) Payment shall also be made on monthly basis on the actual usage of the
Vehicles by the Purchaser, over and above the minimum charges agreed upon.

9(c) While computing the amount payable as per clause (b) above on
account of extra kms., over and above agreed kms per month, i.e. 1500 kms.
per vehicle, the total unused kms of earlier months shall be reduced.

Any unutilized km. for vehicle will be carried forward to the succeeding month
and will be set off against excess mileage of the succeeding month. The bills
will be prepared accordingly by the Vendor.

Explanation: For the purpose of clause 9(c) unutilized kms would mean the
difference between cumulative agreed kms and the cumulative actual kms, run
by one or more vehicles of the Vendor, if the cumulative actual kms run by them
is less than the cumulative agreed kms.

9(d) The vehicle shall be deemed to be at the disposal of Purchaser during

the period of official use including on Sundays or on any other holidays and
even for the outstation use. The billing for distance covered daily in kms. and
hours shall be made from the reporting place to the relieving place as informed
to the Vendor / Driver, in advance.

9(e) The unutilized kilometers of the month will be carried forward to the next
month in addition to fixed kilometers for the month.

10. The Vendor should indemnify for the loss / damage of property or life /
lives of passenger or / and third party because of negligence of the driver or
poor maintenance of vehicle or due to an accident. In case of an accident all
the claims / damages arising out of it shall be borne by the Vendor alone.

In case of any mishap / accident, all claims and liabilities arising out of it shall
be met by the vendor, including any damage to the vehicle. The Purchaser will
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not entertain any claim in this regard including any liability under the Motor
Vehicles Act or the Indian penal Code or under any other applicable law for the
time being in force.

The engagement / employment of drivers and payment of remuneration to them

as per the existing provisions of various applicable labour laws / regulations will
be the sole responsibility of the Vendor.

The Vendor will ensure that the drivers should have a mobile phone in working
condition, for which, no separate payment will be made by the Purchaser. The
Vendor should furnish adequate number of land line / mobile phone numbers
for establishing contact round the clock.

11. The Contractor and driver shall be bound to carry out the instructions of
the Purchaser as well as of the authorized controlling officer or of the officers to
whom the vehicle is assigned.

12. The vehicle shall bear the mark “ON DUTY WITH INCOME TAX
DEPARTRMENT”. The same should not be misused when the vehicle is not
being used by Officers of the Vendor.

13. The vehicle should report for duty on 15/01/2010 at the suggested place
and time.

14. The contract between the vendor and the purchaser may be cancelled
by the Purchaser at any time, without assigning any reason. If the vendor
terminates the contract before expiry of one year, the amount to the extent of
performance guarantee shall be waived, at discretion of the purchaser.

15 The contract is effective for initial period of one year unless terminated
earlier as per Clause No.14, with the option of extending it for a further period at
the discretion of the Purchaser. The vehicle should generally be available
between 09.00 a.m. to 07.00 p.m. during the period of the contract. However,
on occasions the vehicle may have to report early and relieve late, depending
on the requirement of Controlling Officer. On occasions, outstation trips will
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have to be undertaken which will be considered in the running mentioned at

above paras. No extra charges will be paid for such outstation trips.

16. The Vendor shall furnish amount equal to 5% of annual contract amount
per vehicle as Performance Guarantee within 21 days of signing of the contract,
in the manner and form prescribed by the Purchaser. The performance
guarantee shall stand forfeited in the event of breach of any of the conditions
stipulated in the contract.

17. The contract will be awarded to the lowest bidder on the basis of the
monthly fixed charges a well as Extra Charges as per para-2

18. All the above conditions will be enforced, unless written order of the
Purchaser is obtained relaxing any specific condition.

IN WITNESS THEREOF the parties have here-into set their hands on the
dates indicated below:-
Signed by the successful bidder ___________________________.

Signature
(Name & Address )
in the presence of

1. Signature :
____________________________________________
Address :
____________________________________________
Description :
____________________________________________

2. Signature :
____________________________________________
Address :
____________________________________________
Description :
____________________________________________
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ANNEXURE –I
DETAILS OF THE BIDDER
(To be submitted by the bidder submitting quotations for hire of vehicle)

1 Name of the Bidder _________________________________

2 Address of the Bidder _________________________________
_________________________________
_________________________________
3. Telephone Landline _________________________________
Mobile _________________________________

4. Registration No. of the (1) ______________________________

Vehicles
5 Details of Earnest
Money Amount Rs._______________________
DD No.______________ Date_________
Bank _____________________________

6. PAN(enclose copy) _________________________________

7. Service Tax Registration
(enclose proof) __________________________________

This is to certify that the information furnished is true and correct. I / We

also certify that I / We have carefully read and understood the terms and
conditions of the tender document and undertake to abide by them in the event
of being given the contract.

Date:
Place: Signature of the Tender.
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ANNEXURE –II

To,
The Director,
Direct Taxes Regional Training Institute,
Mahalaxmi Chamber, Mahalaxmi,
Mumbai-400 034.

// Attn: Administrative Officer //

Sub: Submission of quotations for hiring of vehicle by DTRTI, Mumbai.

Ref: Tender notice no.RTI/AO/VEH-HIRE /2009-10 dtd.

******

With reference to the above, I hereby submit the quotations for hire of
two vehicles by DTRTI, Mumbai alongwith all requirements and accepting the
Terms and Conditions of the Contract, as per tender document:

Sr. Type of Vehicle Innova Swift Desire

(Diesel)
(a) No. of Vehicles offered

(b) Monthly contract charges per vehicle

(for 1500 Kms & 300 hours)
(c) Rate per km. for every extra km.
beyond 1500 Kms per month per
vehicle (subject to clause 9 of the
terms & conditions)
(d) Rate for every extra hour beyond
300 hours per month for per vehicle
(e) Extra charges for use on Weekly
Holiday per vehicle (kms. to be
included in monthly scheme of 1500
kms).

Date :
Place :

Signature of the Tenderer