tender for hiring the vehicles (bus & tempo traveller, etc.) - IIT

TENDER FOR

HIRING THE VEHICLES

(BUS & TEMPO TRAVELLER, ETC.)

No: IITJMU/Transport/SP-066/2019-20 Dated: 03.02.2020

Date of Issue/Publishing : 03.02.2020 (18:00 Hrs)

Document Download/Sale Start Date : 03.02.2020 (18:00 Hrs)

Document Download/Sale End Date : 24.02.2020 (16:00 hrs)

Last date and time to submit the bids : 24.02.2020 (16:00 Hrs)

Date and time of opening of Technical bids : 26.02.2020 (14:00 Hrs)

Indian Institute of Technology Jammu

Jagti, PO Nagrota, NH-44 Jammu - 181 221 J&K, India

(for technical queries)

[email protected]

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Sub: E-Tender for Hiring of Vehicles (Bus & Tempo Traveller, etc) for Indian Institute of Technology Jammu Jagti, PO Nagrota, NH-44, Jammu - 181 221 J&K, India

Indian Institute of Technology Jammu invites online bids from eligible bidders under two bid system

(Technical & Financial) for Hiring of Vehicles (Bus & Tempo Traveller, etc) for the period of One

year at Indian Institute of Technology Jammu, Jagti, PO Nagrota, NH-44, Jammu - 181 221 J&K, India

Table of Contents

Section Title Page I NIT with tender schedule 2 II Instructions to Bidders 4 III Special instructions to Bidders for online Bid Submission 10 IV General (Commercial ) conditions of contract 12 V General Terms and Conditions 14

Annexure-I Technical Bid 17 Annexure-II Financial Bid (unpriced bid) 18 Annexure-III Declaration 19 Annexure-IV Undertaking regarding blacklisting 20 Annexure-V Mandate Form 21

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SECTION-I

NIT WITH TENDER SCHEDULE FOR HIRING OF VEHICLES (BUS & TEMPO TRAVELLER, ETC.) FOR IIT JAMMU

Online Bids from eligible bidders are invited under two bid system (Technical & Financial) for Hiring of Vehicles (Bus & Tempo Traveller, etc) for the period of One year at Indian Institute of Technology Jammu, Jagti, PO Nagrota, NH-44, Jammu - 181 221, J&K, India. The Institute requires separate Bus/Mini Bus services for IIT Jammu.

Scope of Work Hiring of dedicated Electric Bus/Ac Bus/Non-Ac Bus/Mini Bus/Tempo Traveler for IIT Jammu

Estimated cost on hiring of Vehicle Rs. 18,00,000/- (Eighteen Lacs only) Approx.

Earnest Money Deposit Rs. 36,000/- (Thirty six thousand only)

Performance Security Rs. 90,000/- (Ninety thousand only)

1. E-Tender Schedule

E-Tender No. IITJMU/Transport/SP-066/2019-20 Name of Organization Indian Institute of Technology Jammu Date of issue/publishing 03.02.2020 (18:00 Hrs) Document Download/Sale Start Date 03.02.2020 (18:00 Hrs) Bid submission start date and time 03.02.2020 (18:00 Hrs) Bid submission End date and time 24.02.2020 (16:00 Hrs) Date and Time of Opening of Technical Bids 26.02.2020 (14:00 Hrs) Address for Communication Stores & Purchase Section

Indian Institute of Technology Jammu Jagti, PO Nagrota, NH-44 Jammu-181221 Contact: 0191 2570632 e-mail: [email protected] Website: https://www.iitjammu.ac.in/

EMD

Rs. 36,000/- (Thirty-six thousand only) Bank details are as under: Bank details are as under: Bank Name: State Bank of India Branch: Nagrota (J&K) 181221 Account Holder: Indian Institute of Technology Jammu Account No. 37289408176 IFSC: SBIN0003938 MICR: 180002014 (This is mandatory that UTR Number is provided) (This is mandatory that UTR Number is provided)

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2. Prospective bidders desirous of participating in this e-tender may view and download the tender document containing the scope of work, details terms & conditions from the website http://eprocure.gov.in/eprocure/app. and https://www.iitjammu.ac.in

3. Quarries or any clarification required by any prospective bidders can be obtained personally/ E-mail/ Telephone between 09.00 to 15.00 Hours on working days.

4. Only those agencies are required to submit the tender who have all the requisite documents and that document must be uploaded one tender and that should be legible.

5. The tender complete in all respect must be submitted online at http://eprocure.gov.in/eprocure/app. by the date and time indicated in the schedule of Tender. The tenders shall be submitted as per instructions given in Section-III “Special Instructions to Bidder for Online Bid Submission” of the Tender Document. No manual tenders shall be accepted; bidder has to submit their bid through online mode and hard copies in spiral binding of all the documents submitted in the online technical bid is to be submitted physically at the address mentioned below: Tender Box, 104-South Block IIT Jammu Jagti, PO Nagrota, NH-44, Jammu -181221 J&K, India it should reach before the date of opening of the technical bids. The envelope should be clearly marked “technical bid for HIRING OF VEHICLES (BUS & TEMPO TRAVELLER, ETC.) FOR IIT JAMMU

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SECTION-II

Sub: E-Tender for Hiring of Vehicles (Bus & Tempo Traveller, etc) for Indian Institute of Technology Jammu Jagti, PO Nagrota, NH-44, Jammu - 181 221 J&K, India

INSTRUCTIONS TO BIDDERS

1. DEFINITIONS

(a) “The Hirer” means the Indian Institute of Technology Jammu Jagti, PO Nagrota, NH-44, Jammu - 181 221 J&K, India

(b) “The Bidder” means the individual or the firm who participates in this tender and submits its bid at Indian Institute of Technology Jammu Jagti, PO Nagrota, NH-44, Jammu - 181 221 J&K, India

(c) “e-Procurement Portal” means the Central Public Procurement Portal whose web address is http://eprocure.gov.in/eprocure/app

(d) “The Contractor” means the individual or firm to whom the contract of vehicles (Bus & Tempo Traveller, etc) awarded in this tender.

(e) “The work Order” means the order placed by the Hirer on the Contractor signed by the Hirer including all attachments and appendices thereto and all documents incorporated by reference therein. The work order shall be deemed as “Contract” appearing in the documents.

(f) “The Contract Price” means the price payable to the Contractor under the work order for the proper performance of its contractual obligations.

2. ELIGIBLE BIDDERS

a. This invitation for bids is open to all Transport Agencies whose vehicles have been duly authorised by appropriate authority for use as Public Transport and who have GST registration No., at least 3 years of working experience at Govt./Semi govt./ Autonomous/PSUs bodies and any reputed organization. (Proof of such documents may be attached)

b. Agency must have its GST registration no. (copy of GST registration may be attached) c. The bidder must have an Annual Turnover of not less than of Rs. Fifty lakh during the last

three (each year) consecutive financial years 2016-17, 2017-18 and 2018-19 certified by a Chartered Accountant, copy of Profit & Loss account, audited accounts/balance sheet and IT Return and IT clearance certificate also to be attached along with. The bidder should not have incurred loss in any two years during the last three years as on 31.03.2019.

3. COST OF BIDDING

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

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4. BID DOCUMENTS

4.1. The vehicles required, bidding procedure and contract terms are prescribed in the Bid Documents. The Bid documents include:

(a) Tender Notice

(b) Instructions to Bidders in Section-II (c) Special Instructions to Bidders for Online bid submission in section-III (d) General (Commercial) conditions of the contract in Section-IV (e) General Terms and Conditions in Section V (f) Format of Technical Bid in Annexure-I (g) Declaration in Annexure-III (h) Format of Financial Bid in Annexure-II (i) Undertaking in Annexure-IV

4.2. Prospective bidders desirous of participating in this tender may view and download the tender document containing the scope of work, details terms & conditions from the website https://etenders.gov.in/eprocure/app. However, the EMD Receipt of Rs. 36,000/- (Rupees Thirty-Six Thousand only) in the form of NEFT/RTGS from any of the Commercial Banks in the name of “Indian Institute of Technology Jammu” payable at Jammu.

4.3. The Bidder is expected to examine all instructions, forms, terms and specifications in the Bid documents with due diligence and care. Failure to furnish all information required as per the Bid Documents in every respect as per clause 5 of Section-II will be at the bidder’s risk and shall result in rejection of the Bid.

5. DOCUMENTS COMPRISING THE BID

The bid prepared by the bidder shall comprise of (1) Technical Bid; (2) Financial Bid.

5.1. The technical bid shall contain the following documents.

i. Technical Bid Form with requisite documents mentioned in the form as per Annexure-I. ii. EMD of Rs 36,000/- (Rupees Thirty-Six thousand only) in the form of NEFT/RTGS from

any of the Commercial Banks in the name of “Indian Institute of Technology Jammu” payable at Jammu.

iii. Declaration as per Annexure-III. iv. Signed copy for acceptance of Parameters and Technical Specifications for executing the

work as per Section V. v. Certificate of experience and list of important works of the nature undertaken during last

three years (Summary sheet in PDF file be enclosed giving name of the organisation for whom the work was done and period of work etc.)

vi. Copies of balance sheet duly certified by Chartered Accountant for the past three years (Scanned copies to be uploaded).

vii. Copy of GST Registration No. viii. Copy of Annual Turnover of not less than of Rs. Fifty lakh (each year) during the last three

consecutive financial years 2016-17, 2017-18 and 2018-19 certified by a Chartered Accountant, copy of Profit & Loss account, audited accounts/balance sheet and IT Return

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and IT clearance certificate also to be attached along with. The bidder should not have incurred loss in any two years during the last three years as on 31.03.2019.

ix. Copy of PAN

5.2. The Financial bid shall contain;

The Financial Bid (Price Bid) shall be submitted in electronic form only in conformity with the tender specifications on the portal only by the time & date as specified in NIT. The financial cover shall contain price bid in the enclosed “Price Bid format” i.e. in BOQ format. Submission of the Financial Bid (Price Bid) by any other means shall not be accepted by the Institute in any circumstances. Online submission of the bid will not be permitted on the portal after expiry of submission time and the Bidder shall not be permitted to submit the same by any other mode.

6. BID PRICE

6.1. The bidder shall fill consolidated price strictly as per the Annexure-II. The offer shall be in firm Indian Rupees. No foreign exchange will be made available by the hirer.

6.2. The price quoted by the firm shall be final. No request for upward revision in the contract rates will be entertained during the period of the contract.

6.3. Terms of payment as stated in the Tender Document shall be final. 6.4. At the time of payment of bills, TDS and/or any other tax, surcharge etc., shall be deducted as

per Government rules and guidelines, applicable from time to time.

7. BID SECURITY (EMD) & PERFORMANCE SECURITY

7.1. Bidders shall have to deposit an amount of Rs 36,000/- (Rupees Thirty Six Thousand only) as EMD in the form of NEFT/RTGS from any of the Commercial Banks in the name of “Indian Institute of Technology Jammu” payable at Jammu .The Successful bidder will also submit Performance Security in form of Bank Guarantee issued by any commercial bank drawn in favour of “Indian Institute of Technology Jammu” Payable at Jammu for Rs.90,000/-(Rupees Ninety Thousand only) within 15 days after award of contract .

7.2. The bid security is required to protect the Hirer against the risk of bidder’s conduct, which would warrant the bid security’s forfeiture, pursuant to para 7.6.

7.3. A bid not secured in accordance with para 7.1 shall be rejected by this office being non- responsive at the bid opening stage.

7.4. The bid security of the unsuccessful bidder will be returned to them at the earliest after expiry of the final bid validity and latest on or before the 30th day after the award of the contract. No interest and/or any other benefit shall be given on the EMD and only the Principal amount will be returned.

7.5. The bid security of successful bidder will be discharged upon the bidder’s acceptance/signing of the contract and furnishing the performance security.

7.6. The bid security shall be forfeited:

(1) If a bidder withdraws his bid during the period of bid validity specified by the bidder on the Bid form or

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(2) If the successful bidder fails: -to sign the contract

-to furnish required performance security.

In both the above cases i.e. 7.6. (1) & 7.6. (2), the bidder will not be eligible to participate in the tender for same category for two years from the date of signing of contract. The decision of Director, Indian Institute of Technology Jammu Jagti, PO Nagrota, NH-44, Jammu - 181 221 J&K, India shall be final and binding in this regards.

8. PERIOD OF VALIDITY OF BIDS

8.1. Bids shall remain valid for 90 days after the date of bid opening prescribed by the Hirer. A bid valid for a shorter period shall be rejected by the Hirer as non-responsive.

8.2. In exceptional circumstances, the Hirer may request the bidder’s consent for an extension to the period of bid validity. The request and the responses thereto shall be made in writing. The bid security provided under clause 7 shall also be suitably extended. A bidder may refuse the request without forfeiting his bid security. A bidder accepting the request and granting extension will not be permitted to modify his bids.

9. SUBMISSION OF BIDS

The bidders must submit their bids only through the online e-Procurement portal i.e. https://etenders.gov.in/eprocure/app. The bidders must carefully follow the special instructions to submit the bids online mentioned in Section-III.

9.1. FEE/PRE QUAL/TECHNICAL BID:

This cover shall contain the scan copies (pdf files) of the following documents strictly in the sequence mentioned below:

i. Technical Bid Form with requisite documents mentioned in the form as per Annexure-I. ii. EMD of Rs 36,000/- (Rupees Thirty-Six Thousand only) in the form of NEFT/RTGS from

any of the Commercial Banks in the name of “Indian Institute of Technology Jammu” payable at Jammu.

iii. Declaration as per Annexure-III iv. Copies of the vehicles documents proposed in the tender i.e. RC, Insurance Policy,

Pollution Control Certificate, NCR Road Permits, GST Registration copy of the Company. v. Signed copy of acceptance of Parameters and Technical Specifications for executing the

work as per of Section V. vi. Certificate of experience and list of important works of the nature undertaken during last

three years (Summary sheet in PDF file be enclosed giving name of the organisation for whom the work was done and period of work etc.)

vii. Copies of balance sheet duly certified by Chartered Accountant for the past three years (Scanned copies to be uploaded).

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9.2. FINANCIAL BID:

This cover shall contain following items:

The Financial Bid (Price Bid) shall be submitted in electronic form only in conformity with the tender specifications on the portal only by the time & date as specified in NIT

10. OPENING OF BIDS BY THIS OFFICE

The office shall open the technical bids received through the CPP Portal in the presence of bidders or their authorised representatives if any, who choose to attend on due date and time. The bidders or their representative, who are present, shall sign in the attendance. Only one person from any bidder shall be permitted to attend the bid opening.

11. CLARIFICATION OF BIDS

To assist in the examination, evaluation and comparison of bids the office may, at its discretion ask the bidder for the clarification of its bid. This may be obtained through the site. Bidder should take into account the corrigendum(s) published before uploading the bid online. However, no post bid clarification at the initiative of the bidder shall be entertained. Queries in this regard can be done from 03.02.2020 to 18.02.2020 between 18:00 to 15:00 hrs on working days.

12. BID OPENING PROCESS

12.1. Online bids which are complete in all respect received along with original EMD will be opened as per the schedule of the NIT in the presence of bidders, if available.

12.2. Technical bids of only those bidders, whose EMD and GST registration No. found to be in order, will be opened in same bid opening session.

12.3. Financial bids of only those bidders, whose bid are found technically qualified, will be opened at the later date for further evaluation.

12.4. One representative of each bidder would be allowed to be present at the time of bid opening if they want. The representative must carry the entry pass (print-out of bid summary) with him for attending the bid opening (the print-out of the bid summary generated at the time of online bid submission).

13. TECHNICAL EVALUATION

13.1. The evaluation of the tenders will be made by a Committee authorised by the competent authority first on the basis of technical information furnished by the bidders in Annexure-I and documents uploaded as per para 5.1. of Section-II and then on the basis of commercial information furnished in the form given in Annexure-II. The Commercial bid (Annexure-II) of only those bidders will be opened who are found eligible on the basis of technical parameters (as per Annexure-I and criterion given in para 5.1. of Section-II) on the date, time and venue to be communicated after opening of the Technical Bid.

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13.2. Bids shall be evaluated to determine whether they are complete in all respect; whether any computational error have been made; whether required documents have been properly signed; and whether bids are generally in order. During the technical evaluation, if any of the parameter is not met, the bid will be summarily rejected.

13.3. If there is any discrepancy between words and figures, the amount in words shall prevail.

13.4. The PFC (Purchase Finalization Committee) shall evaluate in detail and compare the respective bids and comparison of bids shall be on the service offered inclusive of all the levies and charges indicated in the Annexure-II. Responsive bid is one, which conforms to all the terms and conditions of the bid document.

13.5. It must be kept in view that no decision will be given by the Tender Evaluation Committee

and that any inferences drawn during the meeting of this committee by the tenderers of their representatives will be their own view(s) and the Hirer will not be responsible to abide by the same. The award of work will further be subject to any specific terms and conditions of the contract given in Section-V of this NIT.

14. FINANCIAL EVALUATION

14.1. The financial bids of only those bidders shortlisted from the technical bids by PFC will be opened electronically. The financial bids of ineligible bidders, if any will not be opened.

14.2. If a firm quotes “NIL” charges/consideration, the bid shall be treated as unresponsive and will not be considered.

14.3. L1 will be decided on the basis of item-wise as quoted in the price bid.

14.4. No Enquiry shall be entertained made by the bidder(s) during the course of evaluation of tender, after opening of bid, till final decision is conveyed to the successful bidder. However, the TEC/its authorised representative can make enquiry/ seek clarification from the bidders, which the bidder must furnish within the stipulated time else the bid of such bidder will be rejected.

14.5. If format of financial bid found modified by the bidder, the bid will be rejected.

15. RIGHT TO ACCEPT ANY BID AND TO REJECT ANY OR ALL BIDS

The Director, Indian Institute of Technology Jammu Jagti, PO Nagrota, NH-44, Jammu - 181 221 J&K reserves the right to accept or reject any bid, and to annul the bidding process and reject all bids, at any time prior to award of contract without assigning any reason whatsoever and without thereby incurring any liability to the affected bidder or bidders on the grounds for the Academy action. The decision of Director, Indian Institute of Technology Jammu in this regard shall be final and binding on all participating bidders.

16. The Hirer also reserves the right to blacklist a bidder for a suitable period in case he fails to honour his bid without sufficient grounds.

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SECTION-III

Sub: E-Tender for Hiring of Vehicles (Bus & Tempo Traveller, etc) for Indian Institute of Technology Jammu Jagti, PO Nagrota, NH-44, Jammu - 181 221 J&K, India.

SPECIAL INSTRUCTIONS TO BIDDERS

Department of Expenditure has issued the directive to publish the tender document on the Central Public Procurement Portal (URL:http://eprocure.gov.in/eprocure/app). The bidders are required to submit soft copies of their bids electronically on the CPP Portal using valid Digital Signature Certificates. Below mentioned instructions are meant to guide the bidders for registration on the CPP Portal, prepare their bids in accordance with the requirements and submitting their bids online on the CPP Portal. For more information, bidders may visit the CPP Portal http://eprocure.gov.in/eprocure/app. Tender document can also be downloaded from IIT Jammu Website (www.iitjammu.ac.in/)

Registration Process a) Bidders to enroll on the e-Procurement module of the portal http://eprocure.gov.in/eprocure/app

by clicking on the link “Click here to Enroll”. Enrolment on the CPP Portal is free of charge.

b) The bidders to choose a unique username and assign a password for their accounts. Bidders are advised to register their valid email address and mobile numbers as part of the registration process. These would be used for any communication from the CPP Portal.

c) Bidders to register upon enrolment their valid Digital Signature Certificate (Class II or Class III Certificates with signing key usage) issued by any Certifying Authority recognized by CCA India with their profile.

d) Only one valid DSC should be registered by a bidder. Please note that the bidders are responsible to ensure that they do not lend their DSCs to others which may lead to misuse. Foreign bidders are advised to refer “DSC details for Foreign Bidders” for Digital Signature requirements on the portal.

e) Bidder then logs in to the site through the secured login by entering their user ID / password and the password of the DSC / eToken.

Tender Documents Search

a) Various built in options are available in the CPP Portal to facilitate bidders to search active tenders by several parameters. These parameters include Tender ID, organization, location, date, value, etc. b) There is also an option of advanced search for tenders, wherein the bidders may combine a number of search parameters such as organization name, form of contract, location, date, other keywords etc. to search for a tender published on the CPP Portal. c) Once the bidders have selected the tenders they are interested in; they may download the required documents / tender schedules. These tenders can be moved to the respective ‘My Tenders’ folder. This would enable the CPP Portal to intimate the bidders through SMS / e-mail in case there is any corrigendum issued to the tender document. d) The bidder should make a note of the unique Tender ID assigned to each tender, in case they want to obtain any clarification / help from the Helpdesk.

Bid Preparation

a) Bidder should take into account any corrigendum published on the tender document before submitting their bids.

b) Please go through the tender advertisement and the tender document carefully to understand the documents required to be submitted as part of the bid.

c) Please note the number of covers in which the bid documents have to be submitted, the number of documents - including the names and content of each of the document that need to be submitted. Any deviations from these may lead to rejection of the bid.

d) Bidder, in advance, should get ready the bid documents to be submitted as indicated in the tender

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document / schedule and generally, they can be in PDF / XLS / RAR / DWF formats. Bid documents may be scanned with 100 dpi with black and white option.

e) To avoid the time and effort required in uploading the same set of standard documents which are required to be submitted as a part of every bid, a provision of uploading such standard documents (e.g. PAN card copy, annual reports, auditor certificates etc.) has been provided to the bidders. Bidders can use “My Space” area available to them to upload such documents. These documents may be directly submitted from the “My Space” area while submitting a bid, and need not be uploaded again and again. This will lead to a reduction in the time required for bid submission process

Bid Submission

f) Bidder to log into the site well in advance for bid submission so that he/she upload the bid in time i.e. on or before the bid submission time. Bidder will be responsible for any delay due to other issues.

g) The bidder to digitally sign and upload the required bid documents one by one as indicated in the tender document.

h) Bidder to select the payment option as “on-line” to pay the tender fee/ EMD wherever applicable and enter details of the instrument.

i) A standard BOQ format has been provided with the tender document to be filled by all the bidders. Bidders to note that they should necessarily submit their financial bids in the prescribed format and no other format is acceptable.

j) The server time (which is displayed on the bidders’ dashboard) will be considered as the standard time for referencing the deadlines for submission of the bids by the bidders, opening of bids etc. The bidders should follow this time during bid submission.

k) All the documents being submitted by the bidders would be encrypted using PKI encryption techniques to ensure the secrecy of the data, which cannot be viewed by unauthorized persons until the time of bid opening.

l) The uploaded tender documents become readable only after the tender opening by the authorized bid openers.

m) Upon the successful and timely submission of bids, the portal will give a successful bid submission message & a bid summary will be displayed with the bid no. and the date & time of submission of the bid with all other relevant details.

n) Kindly add scanned PDF of all relevant documents in a single PDF file of compliance sheet. Assistance to Bidders

o) Any queries relating to the tender document and the terms and conditions contained therein should be addressed to the Tender Inviting Authority for a tender or the relevant contact person indicated in the tender.

p) Any queries relating to the process of online bid submission or queries relating to CPP Por- tal in general may be directed to the 24x7 CPP Portal Helpdesk. The contact number for the helpdesk is 1800 233 7315.

General Instructions to the Bidders

1. The tenders will be received online through portal https://eprocure.gov.in/eprocure/app. In the Technical Bids, the bidders are required to upload all the documents in .pdf format. 2. Possession of Valid Class II/III Digital Signature Certificate (DSC) in the form of smart card Token in the

company’s name is a prerequisite for registration and participating in the bid submission activities through https: //eprocure.gov.in/eprocure/app. Digital Signature Certificates can be obtained from the authorized certifying agencies, details of which are available in the web site https://eprocure.gov.in/eprocure/app under the link `Information about DSC’. Bidders are advised to follow the instructions provided in the `Instructions to the Bidders for the e- Submission of the bids online through the Central Public Procurement Portal for e-Procurement at https://eprocure.gov.in/eprocureIndian

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SECTION-IV


GENERAL (COMMERCIAL) CONDITIONS OF CONTRACT

1. APPLICATION:

The General Conditions shall apply in contract made by the Hirer for hiring of dedicated Air Condition/Non-Air conditioned Electric/ /Diesel Bus, Mini Bus and Tempo Traveller.

2. PARTIES: The parties to the Contract are the Contractor (the tenderer to whom the work is awarded) and IIT Jammu through the Registrar Indian Institute of Technology Jammu Jagti, PO Nagrota, NH-44, Jammu - 181 221 J&K, India to as the Institute.

3. ADDRESSES:

For all purposes of the Contract including arbitration thereunder, the address of the Contractor mentioned in the tender shall be final unless the Contractor notifies a change of address by a separate letter sent by Personally or Registered post with acknowledgement due to the IIT Jammu. The Contractor shall be solely responsible for the consequences of any omission and/or error to notify change of address in the aforesaid manner.

4. EARNEST MONEY:

4.1 EMD (if applicable): The Bidder should submit an EMD in the form of NEFT/RTGS from any of the Commercial Banks in the name of “Indian Institute of Technology Jammu” payable at Jammu. The Technical Bid without EMD would be considered as UNRESPONSIVE and will not be accepted. The EMD will be refunded without any interest to the unsuccessful Bidders after the award of contract.

NSIC / MSME registered bidders must submit copy of valid NSIC / MSME Registration Certificate for exemption of EMD & Tender fee.

4.2 No request for transfer of any previous deposit of Earnest Money or Security Deposit or payment of any pending bill held by the Hirer in respect of any previous work will be entertained.

4.3 Tenderer shall not be permitted to withdraw his/her offer or modify the terms and conditions thereof. In case the tenderer fails to observe and comply with the stipulations made herein or backs out after quoting the rates, the aforesaid amount of Earnest money will be forfeited to the Government.

4.4 The tenders without Earnest Money Deposit will be summarily rejected.

4.5 No claim shall lie against the Government/ Department in respect of erosion in the value or interest on the amount of Earnest Money Deposit or Security Deposit.

5. SIGNING OF TENDER:

Individual signing the tender or other documents connected with contract must specify whether he signs as:-

(a) “Sole Proprietor” of the concern or constituted attorney of such Sole Proprietor.

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(b) A partner of the firm, if it be a partnership firm, in which case he must have authority to execute contracts on behalf of the firm and to refer to arbitration disputes concerning the business of the partnership either by virtue of the partnership agreement or by a registered power of attorney duly executed by the partners of the firm.

(c) Director or Principal Officer duly authorized by the Board or Directors of the Company, if it is a Company.

N.B. (1) In case of partnership firms, a copy of the partnership agreement, or general power of attorney

duly attested by a Notary Public should be furnished on stamped paper duly sworn or affirmed by all the partners admitting execution of the partnership agreement or the general power of attorney. The attested copy of the certificate or registration of firm should also be enclosed along with the tender.

(2) In the case of partnership firms, where no authority to refer disputes concerning the business of partnership firm has been conferred on any parties, the tender and all other related documents must be signed by all partners of the firm.

(3) A person signing the tender form or any documents forming part of the tender on behalf of another person should have an authority to bind such other person and if, on enquiry it appears that the persons so signing had no authority to do so, the Director, Indian Institute of Technology Jammu may without prejudice, cancel the contract and hold the signatory liable for all costs, consequences and damages under the Civil and Criminal remedies available.

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SECTION-V


General Terms and Conditions

1. The offer received after due date and time shall not be considered. 2. The successful bidder on award of Contact should execute an agreement on Non Judicial stamp paper of

Rs.100/-, with the Indian Institute of Technology Jammu. The terms and Conditions of the Institute shall form part of agreement.

3. In case of not fulfilling any of the terms and conditions the Institute will be free to cancel the contract or

levy penalty. 4. The rates may be quoted for Diesel/Electric run vehicles only. The Institute will pay only the approved

rates by the Institute. 5. The vehicles must be registered in the State of Jammu and Kashmir. The vehicle shall be properly

insured and should carry necessary fitness certificate from concerned authority including pollution certificate and other necessary certificates as per govt. rule amended time to time.

6. Vehicles provided by the bidder should be in their name against which copy of registration certificate

should be submitted. If bidder is not owner and provide vehicles from other sources, then he should submit undertaking irrespective of rights for usages of vehicle from owner along with copy of owners registration certificate along with valid for playing the buses in Jammu, Reasi, Sambha districts and nearby districts of Jammu.

7. Contractor should have service licence issued by state transport authority of J&K. 8. The driver should have mobile phone connectivity at contractor expenses and have a valid driving

License. The Contractor shall provide name and address of the driver along with driving licence number and police verification of the driver and copy thereof while submitting the offer.

9. The dead mileage from garage will not be counted for daily mileage. It will be calculated from the

Institute. 10. The vintage of vehicles (Bus, Mini Bus & Tempo Traveller) should not be more than four years old from

the date of contract. 11. In case of complaint of Driver by the Institute, he shall be changed immediately. 12. Contract can be terminated at any time with the period notice of one month by the Indian Institute of

Technology Jammu. 13. The Institute will not be responsible for any challan, loss, damage or any accident of vehicle or for the

injury to driver or to any other third party. The loss or damage of legal expenses on this account shall borne by the contractor.

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14. There is no guarantee of hiring of any specific number of vehicles. The contractor shall have to provide as many vehicles as may be desired by the Indian Institute of Technology Jammu from time to time. However, at present one bus and one Tempo Traveller is desired on monthly basis. The daily basis vehicles will be demanded as and when required. The requirement may increase or decrease.

15. The contractor shall bear all costs on account of fuel, oil, spares, comprehensive insurance, and repairs

and maintenance, washing etc., of the vehicles. The salary and other charges of the driver shall also be borne by the contractor.

16. The contractor should abide by rules laid down by any authority relevant to deployment of vehicles. The

contractor shall provide statutory benefits to the drivers as may be applicable and the Indian Institute of Technology Jammu shall not bear any expenses / responsibility on this account, whatsoever.

17. In case of any breakdown of vehicle on duty, the agency shall within the shortest possible time make agreement for providing another vehicle in such a case, mileage from garage to the point of breakdown would not be paid.

18. Vehicle shall be made available on all days including Saturday, Sunday and holidays as and when

required, even on short notice. 19. The Bid Security will be forfeited in the following events:

a) If at any stage, any of the information / declaration given by the bidder found false.

b) If a bidder withdraws his bid during the period of validity specified in the terms and conditions of tender.

c) In case of any lapse / default in honouring of the terms and conditions at any stage after submitting the tender.

20. The Institute shall deduct statutory deduction (TDS, GSTDS and any other) as applicable from time to

time. 21. In case the contractor fail to provide the required vehicle as per terms and conditions, the Institute

reserves the right to place the order to the next higher bidder or outside agency and the difference of price will be recovered from the defaulter agency who has been awarded the initial order and this will be binding on the firm.

22. The Institute does not pledge himself to accept the lowest quoted or any tender and reserve the right to

accept the whole or any part of the tender or portion of the quantity offered and bidders shall supply the same / execute the work at the rate quoted by them.

23. Rejection of tender: The conditional tender, unfilled / unsigned bids, without required documents

and without EMD shall not be accepted and on such bids any query / intimation will not be entertained. Tender containing false / misleading documents / information will be rejected and may also be liable for consequences for submitting false information. The tender documents are not transferable.

24. The committee may consider any bid, if feels that inadvertently certain required documents are not

enclosed by the firm and the firm promises that the required documents obtained before the closing date of the tender will be furnished within stipulated time. The decision of the committee will be final in this regard.

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25. In case the successful bidder declines the offer of contract, for whatsoever reason(s), his EMD will be forfeited.

26. Experience: Bidder should have preferably minimum three years of experience in providing of

vehicles to Govt. / PSU / reputed organisation. A certified copy of the same should be attached with the technical bid.

27. Payment terms: No advance payment will be considered. The payment will be release on monthly

basis. 28. Rights of the Institute: The Institute reserves all the rights to reject or accept any tender without

assigning any reason or cancel or withdraw the tender notice in part of full. The Institute reserves the right to accept or reject any bid, and to annual the bidding process and reject all bids at any time, without thereby incurring any liability to the affected bidder or bidders of the ground for such action.

29. Acceptance of terms and conditions: The bidder shall sign and stamp each page of this tender

document and all other enclosures appended to it as a token of having read and understood the terms and conditions contained therein and submit the same along with the bid. The bidder would fill up the information in the Annexure enclosed at the end of this document in clear and legible terms. Annexure shall also have to be signed and stamped by the bidder or its authorized signatory.

30. The short-listed tender along with the documents will be submitted to the competent authority and upon

approval; the successful bidders will be placed with order. 31. Penalty clause: The vehicle has to be provided in time, in case of delay and the Institute is not

satisfied with the stated reason, the Institute reserves the right to impose the penalty of Rs. 1000/- per day, may hire vehicle from other on the cost of the contractor.

32. Settlement of dispute: In case of any dispute, Jammu will be the jurisdiction and the Director, Indian

Institute of Technology Jammu, shall decide the issue and his decision will be final and shall be the binding on both the parties.

Place: Indian Institute of Technology Jammu Date: Jammu Encl: i) Annexure-I: Technical bid (1 page)

ii) Annexure-II: Financial Bid (1 page) iii) Annexure-III: Declaration (1 page) iv) Annexure-IV: Undertaking (1 Page) v) Annexure-V Mandate Form (1 Page)

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Annexure–I Technical bid: The required information is to be filled by the firm and to submit to Indian Institute of

Technology Jammu along with technical bid. Sl. No. Particulars Details

(if yes, furnish number)

Appendix No. (attached in bid)

1 Name of the Firm / Agency: M/s. 2 Address: 3 a) Office: b) Authorised Service provider Telephone / Mobile No. / E-mail address

4 Name of the Proprietor / Partner / Director: 5 Documentary Proof of : 6 a) Proof of valid registration No. of the firm Yes / No b) Proof of average Annual Turnover supported by audited

Balance Sheet for last three years Yes / No

c) PAN No. Yes/No d) GST No. Yes / No e) Proof of three years’ experience with Govt. / PSU / reputed

organisation. A certified copy of the same should be attached. Yes / No

e) An undertaking on firm’s letter head that the agency has not been blacklisted by any Dept. / Organisations of the Govt. of India / Govt. of J&K and no criminal case is pending against the said firm / agency

Yes / No

7 Earnest Money deposit details 8 a) Amount of Earnest money Rs. 36000/- b) UTR No. c) Date of the NEFT/RTGS 8 Type of vehicles quoted ( Diesel Bus/Electric Bus/Tempo

Travellar)

d) The information / documents furnished along with the above application are true and authentic to the

best of my knowledge and belief. I / We am / are well aware of the fact that furnishing of any false information / fabricated document would lead to rejection of my tender at any stage besides liabilities towards prosecution under appropriate law.

2. I have carefully read and understood all the terms and conditions of the tender and hereby convey my

acceptance of the same. Signature with date & seal of the firm: …................................. Name of the applicant : …................................. Designation : …................................. Address : ….................................

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Annexure–II

FINANCIAL BID (for reference only)

Financial bid: To be utilized by the bidders for quoting their prices and to submit to the Indian Institute of Technology Jammu in separate sealed envelope.

Passenger Vehicles on monthly and per day basis:

Sl No

Make / Mode of Vehicle

Fuel MONTHLY BASIS

(in Rs.)

PER DAY BASIS Night Halt

charge

(80 km / 10 hrs)

Extra running charges on daily basis

(Rs. Per km)

Extra running charges on daily basis

(Rs. Per hour) (1800 KM/

Month)*

Extra Per

Hour Charges

Extra Per KM

Charges

1. Electric Bus/31 seater

2 Bus 35 seater/AC

Diesel

3. Bus 35 seater/Non-AC

Diesel

4 Bus 42 seater/AC

Diesel

5 Bus 42 seater/Non-AC

Diesel

6 Mini Bus 19 seater

Diesel

7 Tempo Traveller/AC

Diesel

8 Tempo Traveller/Non-AC

Diesel

*Buses on monthly basis run 60 Km on an average during working days (The rates indicated above are exclusive of all taxes, toll tax and parking charge). Signature with date & seal of the firm: ....................................

Name of the applicant : ....................................

Designation : ....................................

Address : ....................................

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Annexure–III

DECLARATION


1. I / we _ _____ son/ Daughter of Shri __________ Proprietor / Partner / Director / Authorised

signatory of M/s. _______ am/are competent to sign the declaration and execute this tender

document (No. )

2. I have carefully read and understood all the terms and conditions of the tender which are fully acceptable

to me.

3. The information/ documents furnished along with the above tender are true and authentic to the best of my knowledge and belief. I/We am/are well aware of the fact that furnishing of any false information/fabricated document would lead to rejection of my tender at any stage besides liabilities towards prosecution under appropriate law.

Date: Place:

(Signature of Tenderer With Stamp of the Firm)

Note:

1. The above declaration by the authorised signatory of the tenderer in token of acceptance of all the terms and conditions should be uploaded with the Technical Bid. Technical bids without this form shall be summarily rejected.

2. The above declaration may also be furnished on the letterhead of bidder.

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Annexure–IV

(To be submitted along with the documents of Technical Bid)

UNDERTAKING

Date:

To,

The Registrar, Indian Institute of Technology Jammu Jagti, PO Nagrota, NH-44, Jammu - 181 221 J&K, India.

Ref: Tender No. Dated


Dear Sir,

I/We hereby confirm that our firm is neither banned nor blacklisted by any Organization of India nor any blacklisting is current.

Signature of Bidder :

Name :

Designation :

Place :

Date :

Seal :

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Annexure V

MANDATE FORM FOR ELECTRONIC FUND TRANSFER/RTGS TRANSFER

Date: / /

The Registrar

Indian Institute of Technology Jammu

Sub: Authorization for release of payment / dues from Indian Institute of Technology Jammu through Electronic Fund Transfer/RTGS Transfer.

1. Name of the Party/Firm/Company/Institute: 2. Address of the Party:

City Pin Code

E-Mail ID

Mob No: Permanent Account Number

3. Particulars of Bank Bank Name Branch Name

Branch Place Branch City

PIN Code Branch Code

MICR No

(9 Digit number appearing on the MICR Bank of the Cheque supplied by the Bank, Please attach a Xerox copy of a Cheque of your bank for ensuring accuracy of the bank name , branch name and code number)

IFS Code:(11 digit alphanumeric code)

Account Type Savings Current Cash Credit Account Number:

DECLARATION

I hereby declare that the particulars given above are correct and complete. If any transaction delayed and not effected for reasons of incomplete or incorrect information I shall not hold Registrar, Indian Institute of Technology Jammu responsible. I also undertake to advise any change in the particulars of my account to facilitate updating of records for purpose of credit of amount through NEFT/RTGS Transfer.

Place: Date:

Signature & Seal of the Authorized Signatory of the Party

Certified that particulars furnished above are correct as per our records

Bankers Stamp: Date:

Signature of the Authorized Official from the Bank

N.B: Please fill in the information in CAPITAL LETTERS, computer typed; please TICK wherever it is applicable.