HRD

Sub:- Tender Notice for hiring of passenger vehicles for official purpose – reg.

The North Eastern Development Finance Corporation Ltd. intends to avail of the services of a reputed Agency/firm for hiring of passenger vehicles for official purposes for a period of two Years, i.e. from the date of awarding the contract. The following documents, giving full details, are enclosed:

1.	General terms and conditions	Annexure –I
2.	Service to be provided alongwith the bid form	Annexure- II
3.	Technical bid (A) Bid Form (Application and Undertaking) (B) Technical Bid form	Annexure – III (A) Annexure III (B)
4.	Commercial bid form	Annexure – IV
5.	Undertaking	Annexure – V
6.	Proforma for Performance Security bond	Annexure - VI
7.	Draft Agreement	Annexure VII

In case you are interested you may submit the above mentioned Annexure I, II and III (A) and III (B) duly filled in and signed for having accepted the General, Special terms and conditions and Pre-qualification along with requisite annexures in one envelope, super scribing (Technical bid for Vehicle Hire) and Annexure-IV (Commercial Bid) in another envelope, super scribing Commercial Bid for Vehicle Hire. Both the sealed envelopes be placed in the third sealed cover, super scribing “QUOTATION/RATES FOR VEHICLE HIRE” and the same may be sent to the North Eastern Development Finance Corporation Ltd., Basundhara Enclave, B.K. Kakati Road, Guwahati – 781 007 so as to reach by 28/09/2007 (2:30p.m.)

The cost of tender document (non-transferable) is Rs. 500/- (Rupees five hundred only) and the same can be obtained during office hours at “NEDFi, Basundhara Enclave, B.K. Kakati Road, Ulubari, Guwahati – 781007”. Those who download the form from this office website (www.nedfi.com) shall have to pay . Rs.500/- along with EMD. However, EMD as given hereinafter and price of tender shall be paid by two different drafts/ banker cheques.

Every tenderer has to pay Rs. 5000/- (Rupees five thousand only) as EMD. EMD of successful tenderer shall be converted into security deposit and the same will be forfeited if successful tenderer fails to give undertaking (Annexure V) and enter into agreement Performance Security Bond Form (enclosed herewith as Annexure - VI) for a sum of Rs.50,000/- (Rupees fifty thousand only). This sum of Rs.50000/- shall be in addition of Rs.5000/- deposited as EMD which shall be converted as security deposit as mentioned hereinabove.

Drafts/ Banker cheque shall be made in favour of “North Eastern Development Finance Corporation” payable at Guwahati

It may please be noted that Agencies/firms who do not fulfill the Pre-qualification requirement will not be considered. Tenders of those agencies who fulfill the terms and conditions (Annexure –I & II) of pre-qualification requirement, will only be opened and will be informed over telephone to be present during the opening of Commercial bid.

NEDFi reserves the right to accept or reject any or all the quotations without assigning any reason whatsoever.

(1) Only those operators who have at least five vehicles as commercial vehicles either its own or on lease should quote their rates. Before finalizing the rates their bonafide of possession of 5 vehicles shall be verified by the under signed. In case it is found that the operator does not own the stipulated numbers of vehicles, the tender shall be rejected (attested photocopy of the R.C and permit must be enclosed with the tender). The proof of ownership or lease holding should also be produced with bid.

(2) Tender should be sent in double sealed covers, outer cover superscribed “QUOTATION FOR VEHICLE HIRE” and addressed to the undersigned so as to reach not later than 2.30 pm on or before 28/09/2007. Tenderer should invariably furnish security deposit of Rs.5,000/- (Rupees five thousand only) by D.D. drawn at Guwahati in favour of “North Eastern Development Finance Corporation Ltd.” payable at Guwahati, failing which the tender will not be entertained. The security deposit will not bear any interest. In case the service is found not satisfactory during the course of the contract, the security deposit shall stand forfeited. Dispute , if any, arising out of this contract shall be subject to the jurisdiction of the Guwahati courts only.

(3) The period of contract will be two years from the date of award of contract. The contract will be terminated by the Corporation in case the services are found not satisfactory. Termination of contract shall be without prejudice for any action that may be taken as per law.

(4) Tampering of Km /mileage meter/ actual distance covered during the journeys will be taken seriously, accordingly contract of the erring firm will be terminated and the security deposit forfeited.

(5) Private vehicles will not be entertained for duties. Only vehicles holding commercial permit should be sent for duties. Registration number of the vehicle mentioned in the bill sent to this office for payment, will be sent to the Transport Authority, Govt. of Assam, whenever called for.

(6) Erasing/mutilating of the rates quoted will render the tenders void. All alterations should be signed in full ink, otherwise the tender will not be considered. Rate must be quoted both in figure and words.

(7) The power for acceptance of tender rest with the Office and the Office is not bound to accept the lowest rates. Office will not entertain any request of the vendors for revision of rates during the tenure of the contract.

(8) The Office reserves the right to accept/reject any or all tenders without assigning any reason thereto. The office also reserves the right to accept any tender as a whole or any part of it.

(9) The car interior should have a pick and span finish with requisite provisions for covers and fans, mobile phones with drivers, carpet, floor mat etc.

(10) It will be the responsibility of the successful tenderer to provide driver with a valid license and with clear antecedent.

(11) The employment and engagement of drivers and payment of wages etc. to them as per existing provision of various laws or regulations is the sole responsibility of the contractor. Any breach of such laws or regulations shall be deemed to breach of this contract. .

(12) In case of any accident resulting in loss or damage to property or life, the sole responsibility for any legal or financial implication would vest on the contractor (successful tenderer) and NEDFi shall have no liability whatsoever in this regard. NEDFi shall have no direct or indirect responsibility arising out of negligent, rash and impetuous driving by the driver(s) which is an offence under

Section 29 of IPC and any loss caused to NEDFi have to be suitably compensated by the successful tenderer.

(13) The liability under relevant section of the Motor Vehicle Act, 1968, IPC or any other Acts or civil liabilities for causing death or injury either in person or property by the driver of the vehicle supplied by the contractor shall be vested with the Contactor. NEDFi has no responsibility whatsoever and will not entertain any claim in this regard, under the provision. In case under any Acts and Statues NEDFi shall have to pay any compensation the Contractor shall have invariably to indemnify the same.

(14) The tenderer shall also be liable for all fines, penalties and the hike of parking, traffic and other criminal offence arising out of or concerning the use of the vehicle during the hired period. However, any entry tax/ parking fees shall be reimbursed by NEDFi alongwith the processing of the bill.

(15) The successful tenderer shall not act as a broker for other financial companies/institutions or any individual and the contract shall be valid only if the successful tenderer signing the contract supplies the vehicle(s) themselves from their own fleet (either owned by them / leased to them). The successful tenderer shall also ensure that they will not supply the vehicle to NEDFi which are either owned by employees of NEDFi, either directly recruited or on deputation to NEDFi or their near relatives as defined in Schedule- IA of Company Act, 1956.

(16) The successful tenderer is / shall be responsible for compliance of all the laws / rules / regulations and Government instructions that are / will be applicable and aimed to protect the interest of employee / workers employed by it and shall ensure that payment of all the statutory due liabilities as may have arisen during the part or may arise during the course of performance of the contract. In case under any Acts and Statues NEDFi shall have to pay any amount arising out of the employment of driver of the vehicles due breach of laws or regulations the Contractor shall have invariably to indemnify NEDFi the same.

(17) Notwithstanding anything contained in the Bid document the successful tenderer shall have to furnish an unqualified undertaking / declaration immediately to NEDFi in Proforma annexed annexure V Appendix duly attested by a Magistrate / Executive Magistrate.

(1) Service:- Provision for providing registered commercial vehicles with licensed drivers for running in the state of Assam / other states ( in case of outstation duty to Meghalaya, Manipur, Nagaland, Tripura, Arunachal Pradesh etc.) Hiring shall be made on monthly basis as well as on daily basis.

(i) Maruti Van (for NEDFi office, Basundhara Enclave, B.K. Kakati Road, Ulubari, Guwahati – 07

(ii) Tata Sumo/ Qalis/ Bulerio etc. (for NEDFi R & D Centre, Khetri, Guwahati – 782403)

(iv) Vehicle provided on monthly basis shall be available for 24 hours duty and shall be parked even in night at a place to be indicated by NEDFi. However the vehicles shall be allowed to take out for service/ repairing on getting substitute vehicles.

(v) However, the services of driver(s) of car hired on monthly basis shall ordinarily be for 12 hours and for six day a week (from Monday to Saturday). Sometime, the service of driver may be required beyond 12 hours and also on Sunday.

(i) Hiring of daily basis both for local and outstation duty shall be made by notifying to successful tenderer. Telephonic intimation by authorized official of NEDFi shall be considered as notice.

(ii) Actual place reporting shall be specified by the ‘user’ of the vehicle.

(iii) Counting of distance shall be made from garage to garage. However, chargeable distance from garage to place of reporting shall not be more than 5 kms on each way.

(2) Accuracy of Meter :- The meter reading should tally with the actual distance run at any instant and authorized officer/officers using the vehicle shall have full power to check the meter for its correctness and take action accordingly.

(3) Maintenance of Log Book :- For hiring of monthly basis vehicle, the successful tenderer should maintain a proper log-book to record authorized kilometer properly in detail and signed by actual user(s) of the concerned trip.

(4) Duty Slip :- For hiring of vehicle for local duty/ outstation on daily basis, successful tenderer should maintain a duty-slip in detail and get signature from the ‘user(s)’ of the vehicle.

(5) Requisition by Govt. :- If the vehicle place for duty at NEDFi is requisitioned by Govt., no payment shall be made during the period of requisition.

(6) Penalties :- In case of break down, the vehicle(s) have to be replaced by other vehicle(s) immediately within one hour of duty period. In case of non-availability of similar kind of vehicle a penalty upto Rs. 100/- (Rupees one hundred) may be imposed in addition to deduction on pro-rata basis for the period. However, in case of non-availability of any vehicle, a penalty of Rs. 200/- (Rupees two hundred) per day shall be imposed in addition to deduction as per pro-rata basis for that day.

In case of non-supply of vehicle requested on daily basis for local/outstation duty, a penalty of Rs. 100 (Rupees one hundred only) per occasion shall be imposed in addition to deduction as per pro-rata basis for that day.

1. I/ We, the undersigned, offer to provide commercial vehicle(s) in conformity with the conditions of contract and specifications for the sum shown in the schedule of prices attached herewith and made part of this Bid, which is sealed in another envelope.

2. I / We, undertake to enter into agreement within one week of being called upon to do so and bear all expenses including charges for stamps etc. and agreement will be binding on me / us.

3. If my/our bid accepted, I / we shall obtain the guarantee of Schedule Bank for a sum not exceeding Rs. 50,000/- (Rupees fifty thousand only), for the due performance of the contract. I understand that this amount is in addition to EMD amount of Rs. 5,000/- (Rupees five thousand only) which will be converted to Security Deposit for successful tenderer. I/ We understand that EMD of successful tenderer will be forfeited if they fail to enter into agreement. I understand that EMD of the contractor will be returned back to the successful tenderer at the end of the contract period and no interest shall be paid on EMD.

4. I / we shall agree to abide by this Bid for a period of 150 days from the dated fixed for closing of submission of tender form and it shall remain binding upon us and may be accepted at any time before the expiration of that period.

5. Until an agreement is singed and executed, this Bid together with your written acceptance thereof in your notification of award shall constitute a binding contract between us.

6. Bid submitted by me / us is properly sealed and prepared so as to prevent any subsequent replacement.

7. I / We understand that you are not bound to accept the lowest or any bid you may receive.

Dated this ……………………….Day of ………………………….2007

Duly authorized to sign the bid for and on behalf of …………………………….

Address :- …………………………………………………………………………………..

………………………………………………………………………………………………

Address :- …………………………………………………………………………………..

………………………………………………………………………………………………

…………………………………………………………………………………………

Sl. NO.	Type of vehicle	Local (inside Guwahati)		Outstation (outside Guwahati)		Any other charges, if any (night halt charges etc.)
Sl. NO.	Type of vehicle	Vehicle rent	Fuel charge (rate / km.)	Vehicle rent	Fuel charge (rate / km.)	Any other charges, if any (night halt charges etc.)
1	Tata Sumo (AC)
2	Tata Sumo (Non-Ac)
3	Tata Indica (AC)
4	Tata Indica (Non-AC)
5	Maruti Van (8 Seater)
6	Toyota Innova
7	Bolero / Scorpio / Tavera
8	Maruti Esteem / Accent

This deed of undertaking executed on this _________ day of _____ two thousand and seven by (name of sole proprietor / partner / Director / authorized representative , the Firm, Company, Trust, Society etc.) __________________________________________ _______________________________________ S/o ____________________________ residing at _________________________________ on behalf of said M/s ________________________________________________________________ (name of the firm, Company, Trust, Society etc.) having its office at _______________________ and duly authorized to sign, file and verify undertaking by the said _______________________________________________________ (name of the firm, Company, Trust, Society, etc..) in favour of North Eastern Development Finance Corporation Ltd., having its registered office at Basundhara Enclave, B.K. Kakati Road, Ulubari, Guwahati – 781 007 hereinafter called NEDFi (which terms shall mean and include its successors, administrators, heirs and assigns).

Whereas M/s NEDFi invited bids for ___________________________ I / We participated in the bidding process and emerged as successful bidder with respect to Tender No. _______________________________

I / We ____________________________________________ acknowledge that I / We have fully understood and are aware of the terms and conditions of the Tender / Contract and do hereby undertake and declare that :

(1) I/We ______________________________ shall comply with all the Rules/ Regulations/Laws/Government instructions/status etc. that are applicable / will be made applicable and or are aimed to protect the interest of the workers/employees engaged by me/us in the past and during the course of performance of the contract with NEDFi.

(2) I/We shall fully protect, indemnify and hold harmless NEDFi and its employees, officers, Directors, agents or representatives from and against any and all liabilities, losses, actions, judgments, damages, fines, penalties and costs (including legal costs and disbursements) arising from or relating to :

(3) Any breach / violation of any direction, order from any governmental authority any provisions of the labour laws or any other laws, statute or regulation that are ‘or’ will be aimed to protect the interest of the workers/laborers engaged by the contractor in past and during the course of this contract.

(4) Any other payment, claims ‘or’ liability that may arise for ensuring compliance of the provisions of any of the labour laws or any other laws, etc.

(5) Any other claim made by any third party in connection with any violation of any of the laws, guidelines, instruction etc.

In witness whereof this undertaking has caused on the __________________________

In consideration of North Eastern Development Finance Corporation Limited (hereinafter called NEDFi, having agreed to exempt _________________________________________ hereinafter called the said contractor(s) from the demand of security deposit / earnest money of Rs. __________ on production of bank guarantee for Rs. ______________ for the due fulfillment by the said firm of the terms and conditions to be contained n an agreement in connection with the contract for supply of passenger vehicles on hiring basis.

________________________________________________________ we, (name of Bank) (hereinafter to as “the Bank”) at the request of ________________________________

____________________________________________ firm’s do hereby undertake to pay the NEDFi _____________________ an amount of not exceeding ____________________ against any loss or damage caused to or suffered or would be caused to or suffered by NEDFi _____________________________ by reason of any breach by the said firm of any of the terms and conditions contained in the said agreement.

2. We (name of bank) ___________________________________________ do hereby undertake to pay the amounts due and payable under this guarantee without any demur, merely on a demand from the NEDFi, ________________________ stating that the amount claimed is due by way of loss or damages caused to or firm’s of any of the terms and conditions contained in the said agreement or by reason of the firm’s failure to perform the said Agreement. Any such demand made on the bank shall be conclusive as regards the amount due and payable by the Bank under this guarantee wher the decision of the NEDFi, _____________________ in these counts shall be final and binding on the bank. However, our liability under this guarantee where the decision of the NEDFi, ___________________ in these counts shall be final and binding on the bank. However, our liability under this guarantee shall be restricted to an amount not exceeding Rs. _________________.

3. We undertake to pay to the NEDFi, _______________ any money so demanded not withstanding any disputes raised by the firm (s) / supplier (s) in any suit or proceeding pending before any court or tribunal relating there to our liability under the present being absolute and equivocal. The payment so made by us under this bond shall be valid discharge of our liability for payment there under the firm (s) / supplier (s) shall have no claim against us for making such payment.

4. We (name of the bank) _______________________________________ further agree that the guarantee herein contained shall remain in full force and effect immediately for a period of two years from date herein and further agrees to extend the same from time to time (one year after) so that it shall continue to be enforceable till all the due of the NEDFi _________________________________ under or by virtue of the said agreement have been fully paid and its claims satisfied or discharged or till NEDFi , _______________________ certifies that the terms and conditions of the said agreement have been fully and properly carried out by the said firm (s) and accordingly discharges this guarantee.

5. We (name of the bank) further agree with the NEDFi, ____________________ that the NEDFi, __________ shall have the fullest liberty without our consent an without affecting in any manner our obligations hereunder to vary and of the terms and conditions of the said agreement or to

Sl. No.	Type of vehicle	Monthly charges	Fuel charges (rate / km.)	Additional charges for provided for services beyond 12 hrs. or on Sunday, if any	Remarks, if any
1	Maruti Van
2	Tata Sumo (Non-AC
3	Qalis
4	Bulero
5	Tata Indica (Non AC)
6	Tata Indica AC)
7	Maruti Esteem
8	Other similar car as (Maruti Esteem ) Please specify name
9	-Do-
10	-Do-
11	-Do-