FOR

HIRING OF VEHICLE AT NINI

Ref No: NINI/ARI/Car Hire/16-17

NATIONAL INLAND NAVIGATION INSTITUTE (Ministry of Shipping, Govt. of India)

Gaighat, P.O.- Gulzarbagh, Patna - 800 007

Website : www.niniedu.in

Tender No: NINI/ARI/Car Hire/16-17

No: NINI/ARI/Car Hire/16-17 Date: 05.01.2017

To,

____________________________

____________________________

____________________________

Sub: Providing 24 hour Vehicle services at National Inland Navigation Institute (NINI) campus at

Gaighat, Patna

Sir,

Please refer to your request seeking the tender form for submitting your offer on the subject.

Accordingly, find enclosed herewith the tender document consisting of the followings:

1. Instruction of Submission of Bid

2. General Terms & Conditions

3. Schedule

4. Performa (in Hindi)

5. Agreement Format

Accordingly, the filled Performa and schedule (Rate and amount to be filled and amount should be in

word also) duly signed in all the pages along with EMD may be submitted to this office as per the

instruction mentioned therein.

Yours faithfully,

Arun Vir Dhanda

Admin. Officer

NATIONAL INLAND NAVIGATION INSTITUTE

Gaighat, Patna– 800007 (Bihar).

No. NINI/ARI/Car Hire/16-17 Date: 12.01.17

Tender Notice (NIT) for Hiring of Vehicle

Tenders are invited for Hiring Vehicle at NINI from

any licensed reputed agency fulfilling the norms prescribed by

Department of Transport.

Tender Document may be downloaded from our

website: www.niniedu.in or purchased from our office from

13.01.2017 to 24.01.2017 for Rs. 500/- on any working days

between 10:00 Hrs. to 16:00 Hrs. and submit the same latest

by 25.01.2017 at 14:00 Hrs at the Institute

Admin. Officer,

NINI, Patna

NATIONAL INLAND NAVIGATION INSTITUTE

(Ministry of Shipping, Govt. of India)

Gaighat, Gulzarbagh, Patna – 800 007 (Bihar)

Website - www.niniedu.in

INSTRUCTIONS FOR SUBMISSION OF BID

1. Tender should be submitted in two covers viz. separate sealed envelope -1 and envelope 2 and

both of these covers should be placed in an envelope duly super scribing clearly the name of the work

“Providing 24 hours vehicle Services”.

2. The full name, Postal address and phone/fax of the bidder shall be written on the bottom left

hand corner of each of the sealed envelopes.

Envelope – 1: The first cover should contain the following documents and the cover should be super

scribed with “ENVELOPE – 1: TECHNICAL/COMMERCIAL BID”:-

a) Bid documents marked original duly completed and signed on every page except prices.

b) Blank Performa of Schedule of prices (price not to be filled)

c) Earnest Money Deposit of Rs. 2,000/- by way of DD in favour of IWAI NINI Fund payable

at Patna from any of the nationalized bank.

d) Experience Certificate.

e) Letter of Authority for signing and negotiation of tender (as the case may be).

f) Permanent Account Number (PAN) issued by Income Tax Department.

g) Copy of Income tax return for the last Two Years.

h) Copy of registration certificate in various department like service tax, GPF, ESI etc.

i) Copy of registration book of the vehicle proposed.

j) Driving license of the driver for the proposed vehicle.

Envelope – 2: The Second cover shall be submitted along with the following documents and the cover

should be super scribed with “ENVELOPE – 2: PRICE BID”:-

a) Schedule of prices duly filled in the specified form, i.e. “Schedule of Quantities”

b) The rates shall be written both in words and figures and shall be submitted in the

quotation format only.

c) It may please be noted that this cover should not contain any terms & conditions. Any

Condition given in the price bid (envelope – 2) will be sufficient cause for rejection of

bid.

3. The bids can only be submitted in the name of the bidder in whose name the bid documents

were issued.

4. The bid documents shall be completed in all respects and shall be submitted together with the

requisite information and appendices. They shall be complete and free from ambiguity, change

or inter-lineation. In case IWAI/NINI/ARI requires any information/certification(s) from the

bidder in respect of the bid documents, the shall be required to furnish the same in writing, to

IWAI/NINI/ARI at the earliest and failure to furnish the same shall entitle IWAI/NINI/ARI to

cancel/reject the bid.

5. The tenderer should submit a DD of Rs. 500/- (Rupees Five Hundred Only) along with the tender

documents drawn in favour of “IWAI NINI Fund” payable at Patna towards the cost of the tender

documents. Tenders received without the above mentioned DD is likely to be rejected.

6. The EMD shall be retained with NINI until finalization of tenders. Further security deposit equal

to 10% of agreement value, as per the clause of Terms & Condition shall be payable by the

successful bidder. If the tenderer fails to furnish the security deposit in accordance with tender

conditions the EMD shall be forfeited. In the event of the bidder becoming the successful

Contractor, the amount of EMD would be adjusted against the security deposit.

7. The successful tenderers shall be required to execute a contract agreement, In Rs. 1000/- non

judiciary paper with IWAI/NINI. In case of any refusal/failure on the part of such successful

tenderer to execute such a contract, the same shall be deemed to be a failure on the part of

such successful bidder to comply with the terms contained herein.

Providing 24 Hour Vehicle Services at National Inland Navigation Institute (NINI) campus,

Gaighat, Patna

General Terms and Conditions

Quotation through e-tendering are hereby invited for hiring of Air condition Sedan Model vehicle

(Maruti Suzuki, TATA, Hyundai, Toyota, Chevrolet, Ford etc. or equivalent segment vehicle) having valid

permit with driver for a period of 01 (one) year for use by the NINI, Gaighat, Patna – 800 007

within/outside Patna as per the following terms and conditions:-

1. Minimum running per month would be 1800 Kms.

2. All consumables i.e. petrol/Diesel, lubricant etc. shall be borne by the supplier consideration the

average running of vehicle.

3. Night halt charges when the vehicle is taken outside from the Patna will be paid extra by NINI @ Rs.

150 per night.

4. Charges for extra running above 1800Km will be paid @ Rs. ____/Km.

Instructions to Bidders

1) The complete NIT along with BOQ shall be available at our website.

2) The tenders/bidders should quote monthly hire charges in prescribed BOQ and submit within 11

days from the issue date to the Administrative Officer, NINI.

3) 10% of agreement cost shall be deposited by the supplier towards Security deposit.

4) Monthly running of the vehicle would be 1800kms approximately. This is only indicative and the

vehicle would be required to run more or less than this figure as per requirement without any

limit. No vehicle without working speedometer shall be acceptable. In the specific cases of

speedometer break down, the permission for running vehicle shall be obtained from the

Administrative officer.

5) In case of any break down of vehicle, the owner will provide the substitute vehicle immediately,

otherwise a penalty of Rs. 100/- per hour will be imposed and the recovery to this effect will be

made from the running bill of the supplier. And for not providing substitute vehicles: Rs. 500/-

per default or actual hire charge from other sources, whichever is higher. In case the supplier

fails to provide the vehicle with in the scheduled time due to natural calamities no penalty shall

be imposed. However, the payment for these days shall not be made by NINI.

6) The normal duty hours for the vehicle along with driver will be 24 hrs. per day X 7 days.

7) All the journeys performed, covered on account of filling of fuel/repairs and by the driver during

his halt at out station/at headquarters from his residence/place of parking to place of duty shall

not be paid by NINI.

8) The contractor shall not employ any person who has not completed eighteen years of age. The

contractor shall comply with all the statutory provisions as laid down under various Labour

Laws/Acts/Rules like Minimum Wages, Provident Funds, ESI, Bonus, Gratuity, Contract Labour

Act and other Labour Laws/Acts/Rules in force from time to time at his own cost. In case of

violation of any such statutory provisions under Labour Laws or any other law applicable by the

Contractor, there will not be any liability on the Department.

9) NINI shall have the right to deduct taxes/TDS/bank charges etc. at source as applicable as per

rules in force from time to time.

10) The bidders have to submit copy of their PAN Card.

11) Bid submitted by bidders shall remain valid for acceptance for the period of 180 days from the

opening.

12) If the quoted rates of two or more bidders are same, then preference will be given to Institute

affected bidders.

A. Terms and Conditions

1) The contract for hiring of any vehicle can be terminated by serving 24 Hrs. (Twenty four Hours)

notice from either side without assigning any reason.

2) The contract would be for a period of One (01) years from the date of award. However, NINI

shall have the right to extend or not to extend the period of contract after completion period.

3) In case the date of Receipt/opening of tenders happens to be a holiday, the same shall be

received/opened on the next working day at the same time.

4) In case of acceptance of rates, the owner shall have to sign an agreement with NINI regarding

the terms and conditions with regard to hiring of vehicle/hire charges.

5) Rates should be filled in both figures and words. In case of differences, the rate mentioned in

word will be considered correct one.

6) NINI does not bind them to accept the lowest or any bid or to give any reasons for their

decision.

7) NINI reserves the right to amend, modify, cancel or withdraw the Notice Inviting Quotations

without assigning any reason and shall bear no liability whatsoever consequent upon such a

decision.

8) The prices shall be firm during the period of the contract and no price escalation shall be

payable separately.

B. Terms and conditions of the contract regarding Conditions of vehicle, service maintenance.

1) The owner of the vehicle shall maintain proper insurance and shall comply with all the statutory

requirement s for plying the vehicle on hire basis on roads as per the rules of Central/Bihar Govt.

2) The vehicle should be fitted with basic amenities such as First Aid Kit, Four Cell Torch, Fire

extinguisher etc.

3) The vehicle should be in good working order and should be of current model.

4) The registration fee, Payment of route permits, renewal of route permits, payment of all taxes

and levies and passing of vehicle will be the responsibility of the supplier. It will be the

responsibility of the supplier to obtain necessary permits(s) to ply the vehicle on

restricted/sealed roads.

5) NINI shall reimburse the cost of route permit/taxes as per actual if the vehicle is used beyond

Patna border.

6) The vehicle shall have two sets of loose white covers so that these can be changed alternatively,

after washing dry cleaning. The cost of washing / dry cleaning of these cover will be borne by

the supplier himself.

7) The supplier shall provide driver having valid driving license and at least with two years

experience of driving in all types of roads.

8) One day’s monthly rest shall be allowed. However, the rest day shall be fixed by the

Administrative Officer, in case hired vehicle is plied on rest day the proportionate payment shall

be made accordingly.

9) Driver should have a mobile phone with local number for better coordination with NINI

representative. The cost/expenditure on this account shall be borne by the supplier himself.

10) Besides normal working hours on all working days, the vehicle should also be made available on

all the remaining hours of the day within ½ (half) an hour at call. Besides above on all non

working days for all the 24 hrs of the day.

11) The vehicle shall be plied on kacha Pucca road within and outside Patna inside the tunnels and

adits and as per requirement and can be called at any time.

12) All the petty/major repairs of the vehicle shall be carried out by supplier at his own cost.

13) The driver/owner shall keep and maintain a log book of the vehicle which should be completed

every day. The NINI officials /Non-executives using the vehicle will verify the journeys in the log

book. In case of incomplete log book, it shall be construed that vehicle has not been used by

NINI.

14) Only new/ original tyres should be used not repaired one in the vehicle.

15) The contractor shall provide names, addresses of the drivers along with their driving license

number and copies within one week of the award of the contract.

16) The contractor shall provide duly licensed and experiences drivers for operating the vehicle and

pay the wages to him. The driver should not have any past criminal records.

17) The car should be placed duly cleaned and washed, seat covers/towels are to be changed twice

in a week. The drivers should be well behaved, neatly turned out, properly shaven (or with

neatly cleared beards).He should wear shoes or sandals and not chappals. He should not be

intoxicated/drunk while on duty.

18) During the contract period, if the vehicles is seized / detained by Police /Motor Vehicle Authority

or any authorities for any reason whatsoever; it will be at the contractor`s risk

C. Third party liabilities:

1) The owner of the vehicle shall be responsible for compensation payable arising out of

accident/payment to third party, if involved. No compensation in case of accident/damage to

vehicle or for death/injury to the driver will be made by the NINI.

2) In case of loss to property of NINI is caused due to the negligence on the part of the driver of the

vehicle , such losses shall be borne by the supplier.

D. Dispute Resolutions:-

1) In case of dispute arising in out of the above conditions, the dispute will be resolved by the

Principal NINI and his decision will be final and will acceptable both the parties.

E. Terms of payment

1) NINI will make the monthly payment by e-mode/ RTGS to the supplier within one month after

the submission of the bills dully verified by the Administrative Officer, NINI or any authorized

person.

For any enquiry/clarification regarding above, may contact the Administrative Officer at NINI.

Administrative Officer

National Inland Navigation Institute Gaighat, Patna

Sl No. Specification Rates Offered Remarks, if any

1. Hiring of Vehicle for 24 hours and all the days of the week at NINI premises.

Seal & Signature of the Contractor

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Annexure -I

AGREEMENT FORMAT

This agreement made on __________day______ year_____ between the National Inland

Navigation Institute (hereinafter called the `NINI’ which expression shall unless excluded by or

repugnant, to the context, be deemed to include heir, successors in office) on one part and

M/S__________________(hereinafter called the ‘CONTRACTOR’ which expression, shall

unless excluded by repugnant to the context be deemed to include his heirs, executors,

Administrators, representatives and assigns of successors in office) on the other part.

WHEREAS THE NINI desirous of undertaking the works for ______________________________

____________________________________________________________________________________

WHEREAS the contractor has offered to execute and complete such works and whereas NINI has

accepted the tender of the contractor and WHEREAS the contractor has furnished

____________________________________________________________ as security for the due

fulfillment for all the conditions of this contract.

NOW IN THIS AGREEMENT WITNESSTH AS FOLLOWS

In this agreement words and expression shall have the same meaning as are respectively as

assigned to them in the conditions of contract hereinafter referred to:

The following documents shall be deemed to form and be read and construed as part of this

agreement VIZ.

i) (a) Notice Inviting Tenders

(b) Tender form

ii) Information & instruction for Tenders

iii) (a) Schedule - Bill of Quantity (b) Annexure

iv) General Conditions of Contract

v) Technical and Special Conditions of Contract

The contract agreement has been compiled by the NINI from the original tender documents and

all the correspondences from the tendering stage till acceptance. In the event of any difference arising

from the completion of the contract, the original tender documents, contractor’s offer, minutes of

meetings and correspondence between the party ended vide letter No.________________________

may be referred to by either party. These documents shall take precedence over the compiled

documents.

The contractor hereby covenants with the NINI to complete and maintain the “Works” in

conformity in all respect, with the provisions of the agreement.

IN WITNESS WHEREOF the parties hereunto have set their hands and seals on the day year first

written.

For and on behalf of For and on behalf of

(National Inland Navigation Institute) Contractor

Signature ____________________ Signature _____________

Name &Designation ______________ Name & Designation _______________

Stamp Stamp

Witness: Witness:

1) Signature _________________ 1) Signature _________________

2) Name & Designation______________ 2) Name & Designation____________

Annexure – II

DETAILS OF BANK ACCOUNT FOR RELEASE OF PAYMENT THROUGH ELECTRONIC FUND TRANSFER

SYSTEM

(TO BE FURNISHED BY THE BIDDER ON IT’S LETTER HEAD)

NAME OF THE PROJECT: __________________________________________

THE BANK ACCOUNT DETAILS ARE FURNISHED AS BELOW:

We _______________________________ (Name of the Bidder) hereby request you to give our

payments by crediting our bank account directly by E-Payment mode as per account details given below.

We hereby undertake to intimate NINI in case of any change in particulars given below and will not hold

NINI responsible for any delay / default due to any technical reasons beyond NINI’s control:-

Bank Account Number : _________________________________________

RTGS/NEFT/IFSC CODE : _________________________________________

Name of the Bank : _________________________________________

Address of the Branch of the Bank :_________________________________________

Branch code : _________________________________________

Account Type : _________________________________________

(Saving/Current/Others)

A BLANK CHEQUE (CANCELLED) IS ENCLOSED HEREWITH.

I/We hereby declare that the particulars given above are correct and complete. If the

transaction is delayed or credit is not affected at all for reasons of incomplete or incorrect information,

I/We would not hold NINI responsible.

Date: Signature of Authorized Signatory

BANK CERTIFICATION:

It is certified that above mentioned beneficiary holds a bank account No. _________________

with our branch and the bank particulars mentioned above are correct.

Date: Authorized Signatory

Authorization No._____________

Name:_______________________

Official Seal/Stamp

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