Authorization of Motor vehicle fitness certification to the private …kp.gov.pk/uploads/2016/11/EOI_Doc_for_MVFC_Pvt_Workshops... · 2016. 11. 24. · 6 CNG Leakage Tester 7 Smoke

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Invitation for Expression OF Interest

Authorization of Motor vehicle fitness certification

to the private workshops in Khyber Pakhtunkhwa

The Government of Khyber Pakhtunkhwa would like to invite EOI from Private Workshops

for issuance of fitness, under Rule 35-A of the Motor Vehicle Rules 1969, so that they can

perform function of MOTOR VEHICLE FITNESS CERTIFICATION. This will further improve the

quality and fitness of vehicles.

Well reputed, experienced, technically & financially sound automobile workshops are

requested to respond to this pre-qualification notice.

1. For details, please download EOI document from the official web portal of Khyber

Pakhtunkhwa (www.kp.gov.pk) and Khyber Pakhtunkhwa Public Procurement

Regulatory Authority (www.kppra.gov.pk ).

2. Only tax registered companies/JVs will be eligible.

3. A pre-bid/proposal conference will be held on 13th December 2016 at 1100 at the

following office; so interested parties can participate for any clarification prior to

submission of proposals.

4. The application, complete in all respects, should reach at the following address by

1000 hours on or before 29th December 2016.

5. The applications will be opened on the same day at 1100 hours; the participating

party may ensure their presence for opening of applications at own expense.

6. The shortlisted firms will be asked to submit technical & financial proposals later.

7. Applications which are incomplete, not sealed, not signed, unstamped and received

after due date & time will not be considered.

8. Interested Parties must submit one original and three (03) copies of their

applications along with relevant documents on or before the due date and time, at

the following address.

Business Development Unit

Transport & Mass Transit Department, Government of Khyber Pakhtunkhwa

Mian Rashid Hussain Block, Civil Secretariat, Peshawar.

Ph. 091-9212557 , 091-9211762, Fax. 091-9212556

http://www.kp.gov.pk/

http://www.kppra.gov.pk/


Contents

Sr. # Description Page

1 Schedule of Activities 3

2 Introduction 3

3 The Concept 3

4 Objectives 4

5 Legal Aspects 5

6 Execution Arrangements 5

6.1 Criteria 5

6.2 Minimum Standard Criteria For Machine & Equipment

Required For Motor Vehicle Fitness Certifications:

6

6.3 Workshop Area (Proposed) 7

6.4 Management & Technical Staff 7

6.5 Computer & Online System 7

6.6 Project Financial Model 8

7 Certificate of Fitness (Form-I) 10

8 Evaluation Criteria 11

9 Interested Party Eligibility 13

10 EOI Cost 14

11 Preparation and Submission of Proposal in Response to EOI 15


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11.. SScchheedduullee ooff AAccttiivviittyy ((TTeennttaattiivvee))

The following timelines shall apply to this invitation for prequalification application.

Advertisement

Publishing Date 24th November 2016 or as advertise in

Newspapers.

Pre-Bid/Proposal Meeting 13th December 2016 at 1100 hours

Closing Date & Time 29th December 2016; at 1000 hours

Application Opening Date 29th December 2016 ; at 1100 hours

22.. IINNTTRROODDUUCCTTIIOONN::

The ADP funded project for Computerization of Motor Vehicle Fitness

Certification, for three (03) years duration, has been completed with cost of Rs. 27

million, in Annual Development Program 2014-15 but it missed an important

objective, which was the establishment of fitness centers throughout the province

through private workshops, which will help provide alternate facilities for the fitness

certification to commercial vehicles, and would be pivotal once the concept of fitness

testing is extended to the private cars.

The Government of the Khyber Pakhtunkhwa is endeavoring to modernize the

“Transportation Industry”, and replacing the existing Manual vehicle inspection

system by a modernized system, based on mechanized and computerized fully

equipped inspection facility. For this purposes, the Government of Khyber

Pakhtunkhwa invites proposals from Private Workshops, so as to authorize them to

conduct VEHICLE INSPECTION & CERTIFICATION SYSTEM (in first phase for

Light Transport Vehicles-LTVs). The standards for such workshops are tabulated

below. The Computerized Motor Vehicles Fitness of Form-I is now generated in 12

Districts like Peshawar, Mardan, Charsada, Swabi, Nowshera, Haripur, Abbottabad,

Mansehra, Kohat, Bannu, DI Khan and Karak. A sample CMVF- Form-I is attached

(Annex-I). The Licensed Private workshops would be provided link to central server

at the Transport Department, which will capture the fitness data of each vehicle real

time, and signal the issuance of Fitness Certificate, to be printed by the Private

Workshop, and issued from there.

33.. TTHHEE CCOONNCCEEPPTT//IIDDEEAA::

The Equipment for Motor Vehicle Testing is almost non-existent. Only

Peshawar MVE office has recently purchased machines for the purpose. But all


vehicles need to be checked on annual basis, and for the purpose one machine

would not be sufficient. We will require such machines in each District, rather many

such machines in each District, once the fitness regime is extended to the Private

Vehicles.

This could effectively be developed involving private workshops, licenses for

the purpose, to conduct Motor Vehicle Fitness Testing. The standardized machines

are listed and any workshop that has such facilities would be granted this license.

The Machines for fitness testing would be linked online with the central database of

MVE/ATD MIS Cell. They can charge Government fee and their own service

charges, as notified by the Government.

The Excise Department would be requested not to renew the Token of

Registration unless MVE Fitness Certificate is attached, once the proposed system

in in place. This will improve the quality of vehicles, and ensure safety on our roads,

besides saving environment. This will also increase the Revenue of the Transport

Department manifold.

44.. OOBBJJEECCTTIIVVEESS

A. Effectively increasing road safety through improving on road vehicle fitness to

reduce traffic injuries and fatalities, assisting motorist in timely identification of

defects/ repairs so as to avoid extra cost and the cost of sudden functional

breakdowns.

B. Ensure better quality of life through reduction in vehicle emission and

improvement in air quality,

I) Proactive diagnosis of vehicles.

II) Better informed and proactive enforcement mechanism for non-

compliance.

III) Proper maintenance of targeted vehicles for prospective

inspection process and

IV) Avoiding unnecessary public health care cost resulted from

reduction in pollution and accident emergencies.

C. Employment generation through

I) Creating job opportunities in Private Workshops

II) Increased revenue generation for independent vehicle workshop

operators.

D. Promoting private sector participation in transport sector for provision of

efficient public services.


E. Introducing latest technologies and international best practices in vehicle

inspection and certification for Khyber Pakhtunkhwa.

F. Increasing public confidence in transportation infrastructure and services

provided by the Government.

G. Capacity building through trainings of existing and new human resources and

improving the quality of Private Workshops through this licensing system.

55.. LLEEGGAALL AASSPPEECCTTSS

Licensing of Automobile Workshops - Rule 35-A. of MVR 1969, states:

(1) Any automobile workshop may make an application in Form C.F.L.A to the Regional

Transport Authority of the area, for the grant of a license to issue or renew a certificate of

fitness of a vehicle.

(2) On receipt of application if Form C.F.L.A the Regional Transport Authority may, after

such enquiry as it may deem necessary, either reject the application or grant a license in

Form C.F.L on the conditions specified therein:

Provided that no such license shall be granted unless the Automobile Workshop is of the

standard laid down by the Provincial Transport Authority in this behalf.

(3) The fee for such license shall be rupees one thousand per annum.

Technically, thus RTA (concerned) can exercise its powers under MVR 1969

to authorize private workshop, with pre determined and pre set standards, to conduct

Vehicle Examination and issue Vehicle Fitness Certification.

It is pertinent to mention that currently only commercial vehicles falls under

the ambit of Fitness Testing Certification as per section 39(1) of MVO 1965. The

numbers of private vehicles are growing day by day, but they are not under the ambit

of Fitness Testing Certification. In most of the Developed World, private vehicles also

obtain Fitness Testing Certification. Considering the road safety aspects highlighted

in the objectives, It is therefore recommended that we may amend Section 39(1) of

MVO 1965 to bring „Private Vehicles‟, motor cars and motor cabs under the ambit of

Fitness Testing Certification.

66.. EEXXEECCUUTTIIOONN AARRRRAANNGGEEMMEENNTTSS

I) CRITERIA:

The Chief MVE would award Licenses to Private Workshops meeting the

Criteria, based on Fees and Rates, as notified by the government time to time. For

details also check the evaluation criteria as per Annex-II attached.


Qualification & Experience Regulatory Role Record Keeping

Minimum „3 to 5 years‟

experience in automobile

after sale service industry.

Sufficient Equipment,

Facilities and HR needed, as

per list below

The MVEs will have

oversight and

regulatory role and

provide support to

private workshops to

ensure that standards

and SoPs are followed.

All the authorized

workshops shall be link

up with the existing

database of

Computerized Motor

Vehicle Fitness

Certification System/ATD

MIS Cell through VPN

connectivity.

Fitness Certification Fee

collected to be deposited

in Government Treasury.

Reconciliation for

remittances would be

carried out fortnightly.

II) MINIMUM STANDARD CRITERIA FOR MACHINE & EQUIPMENT

REQUIRED FOR MOTOR VEHICLE FITNESS CERTIFICATION:

The minimum standard required for awarding license (for motor vehicle fitness

certification) to private business entrepreneur for opening a workshop i.e vehicle

testing station (LTV-commercial vehicles) shall require the following inputs/M&E.

S. No Item with specification

1 Brake Roller Tester (LTV)

2 Head Light Tester

3 Inspection Toolkit (for vehicle inspection and fitness certification purposes)

4 Comprehensive Engine Analyzer (Petrol & Diesel)

(Gas, emissions & general tests for vehicle inspection and fitness

certification purposes)

5 Sound Meter

6 CNG Leakage Tester

7 Smoke Meter (CO) for road checking

8 Others like Inspection pits/lifts , Wheel alignment equipment, Electric

inspection testers & equipment, Generator etc.


9 Computer, printer 4 Mbps DSL Net, CCTV Camera

10 Establishment cost & other operations

* This is LTV checking Machinery.

Similarly Machinery for HTV checking would separately be required to establish HTV Motor Vehicle Fitness Certification (checking workshop).

III) WORKSHOP AREA

The suitable area (minimum 3-4 Kanals for LTV and minimum 8-10 Kanals for

HTV) is required for the purpose (As per need)

There should be management offices (As per need)

There should be five bays/lifts/garages for inspection.

The parking area is required.

Lavatories

The waiting hall is required for the drivers/owners of the vehicles.

IV) MANAGEMENT & TECHNICAL STAFF (MINIMUM)

Sr No. Name of Post Number of Post Qualification

1. Office Manager 01 Preferably MBA/Master

2. Technical Manager 01 BSc Mechanical Engineer/

B.Tech Automobile

3. Associate Engineer 03 DAE Automobile (three years

from recognized

institute/college)

4. Data Entry Operator

& IT Staff

02 Statistics, IT Graduate

5. Mechanics 05 Mechanic certificate, Sufficient

Experience

6. Skilled

workers/helpers

05 Medial Experience

COMPUTERS AND ONLINE SYSTEM (MINIMUM)

Two to Four (02-04) Mbps DSL net

Computers & accessories

Online systems linkage with main data servers at Govt. level on Authorization

The CCTV camera for security purpose

CCTV camera to document the process of inspection

The system to be linked with main server of the Transport Department.


THE PROJECT FINANCIAL MODEL:

As the project will be running under DB mode, therefore with perspective of

government no capital investment is required and instead it will be a source of

revenue for the Government of Khyber Pakhtunkhwa, along with improving service

delivery in a long turn.

The private entrepreneur (executor) has to apply for obtaining license for

fitness testing following the set forth criteria. The Government may charge

authorization and annual renewal fee; as notified time to time. The private

entrepreneur as declared authorized MVFT entity shall charge fee against its

services as per the notified/approved rates as notified time to time for performing

Motor Vehicle Fitness Certification functions; apart from Government notified Motor

Vehicle Fitness Certification fee; to be deposited in the relevant head of account in

the government treasury.

For the purpose the authorized workshops shall establish a online link with the

existing database of Computerized Motor Vehicle Fitness Certification System/ATD

MIS Cell through VPN connectivity which will enable the Transport Department to

monitor the activities and reconcile the financials.


Annex-I

77.. SSaammppllee :: CCeerrttiiffiiccaatteess ooff ffiittnneessss ((ffoorrmm--II))


Annex-II

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Sr No. Criteria

Max.

Marks Comment/Description Documents required

1 Number of Years that the

Company has worked in

Vehicle Inspection, General

Checkup, road worthiness

15 Less than 3 years = 0 Points

>3+ to 5 years = 5 Points

>5+ to 10 years= 10 Points

>10+ or more =15 Points

Any valid document(s) as evidence

2 Management & Technical

Staff (existing)

(as per the 6-IV above)

15 Do not meet minimum

criteria = 0 marks

Meet minimum criteria = 10

Marks

Higher Qualification Staff=

15 Marks

Pay slips & attested qualifications

degrees/certificates of staff employed

List of Human Resources Employed stating

Designation and numbers

or any other valid document as evidence

3 Existing Workshop

Area/Setup with Manager‟s

Office , waiting area &

workshop facilities

10 No = 0 Points

Yes & Minimum at 3 Kanals

= 5 Points

Yes & Area at 3+ to 4

Kanals = 8 Points

Yes & area above 4 Kanals

= 10 Points

Ownership documents or Rent Agreement

as evidence and premises layouts

4 Existing Machinery &

Equipment for vehicle

checkup along with cost

details

10 2 points each to M&E as

stated in 6 (II) Above.

List of M&E along with evidence/purchase

invoice or any other relevant evidence.


5 Average Annual Turnover

in last three years w.r.t

vehicle checkup &

maintenance (Rs. in

Million)

10 Less than 10 = 2 Points

10+ to 20 = 4 Points



40+ & above = 10 Points

Audited accounts/ Financial Statements

highlighting vehicle checkup & maintenance

turnover for the Fiscal years 2013-2014,

2014-2015, 2015-2016 OR Calendar Years

2013, 2014, 2015 whichever is applicable

as per accounting system.

6 Business Net Worth for

Last Year in Millions (Total

Assets - Total Liabilities)

Rs. in Million

15 Less than 20 = 0 Points

> 20+ to 50 = 5 Points

>50+ to 100 = 10 Points

>100+ = 15 Points

Same as of Criteria for Average

Annual Turnover at serial No 5

7 Authorized Dealership for

„3S‟ from recognized

vehicle manufacturer

10 Yes = 10 points

Relevant Dealership Certificate

8 Proposed Timeline for

Acquiring M&E for MVFC

and establishing fitness

testing workshop (in

Months)

15 Up to 3 months = 15 Points

Within 6 Months = 10 Points

More than 6 Months= 5 Point

Undertaking

TOTAL

100 Minimum Passing/qualifying Marks = 60


99.. IInntteerreesstteedd PPaarrttyy EElliiggiibbiilliittyy

An eligible Interested Party is the Party who:

i. Is a Local Registered Company or Foreign Company with established

place of business in Pakistan, registered with the Securities &

Exchange Commission of Pakistan (SECP) under section 451 of the

Companies Ordinance 1984, or Joint Venture (JV) complying with

criteria given in the following JV criteria

ii. Supplies / sources / routes the services from “origin” in “eligible”

member countries. “Eligible” is defined as any country or region that is

allowed to do business in Pakistan by the law of Government of

Pakistan. “Origin” shall be considered to be the place where the

company / firm is incorporated

iii. Has a registered office in the respective country of origin (In case of

JV, Applicable to all members)

iv. Has been registered for at least 3 years in country of origin, and has

proven experience of operation of buses. (In case of JV, Applicable to

Any one member)

v. Has valid Registration Certificate for Income Tax, Sales Tax (on goods

and services where applicable) or possesses corresponding equivalent

documents from the country of origin. (In case of JV, Applicable to all

members)

vi. Has submitted Income Tax (on goods and services where applicable)

Returns for the last three tax years or possesses corresponding

equivalent documents from the country of origin (In case of JV,

applicable to all member).

vii. In case of a local company forming part of the joint venture, must be

registered under Companies Ordinance 1984 with Security and

Exchange Commission of Pakistan.

The Joint Venture:

Joint ventures are eligible for this tender, as long as the joint venture complies

with the following conditions:


i. The Interested Party may form a joint venture of maximum four

Parties/Companies. An Agreement Deed legally executed to that effect,

or a Memorandum of Understanding (MOU), signed by all the partners

shall be submitted with the EOI. All partners of the JV must be

Registered Companies.

ii. One partner will be designated the lead partner and would enter into

legal contract with Client and would be liable to incur liabilities, receive

payments and receive instructions for and on behalf of any or all

partners. A power of attorney to that effect, legally executed, signed by

all the partners shall be submitted with the EOI.

iii. There must be at least one locally registered company (Partner) of

good repute, with relevant experience and proven track record, in the

joint venture that must be the lead partner.

iv. The Lead Partner in case of joint venture shall not be allowed to assign

the contract or any part thereof to another party, without permission of

the Client.

v. All the partners shall be jointly and severally liable for the execution of

the Contract in accordance with the terms and conditions of the

Contract. The EOI, Tender, and in case of successful Tender, the

Contract Deed, to that effect, shall be signed by the lead partner.

vi. Partners other than the lead would also be bound by the terms and

conditions of the contract.

1100.. EEOOII CCOOSSTT

The Interested Party shall bear all costs / expenses associated with the

preparation and submission of the EOI and the Client shall in no case be

responsible / liable for those costs / expenses.


1111.. PPrreeppaarraattiioonn aanndd SSuubbmmiissssiioonn ooff PPrrooppoossaall iinn

RReessppoonnssee ttoo EEOOII

The Technical Proposal shall contain the following documents, without

quoting the price:

A. Documents Required For Substantial Responsiveness:-

i. Firm Registration record in the country of Origin (In case of JV

Applicable to all members)

ii. Firm Establishment record for at least 3 years in form of Company

Registration with SECP/Certified Copy of Certificate of Incorporation

OR equivalent document as applicable in the country of origin (In case

of JV Applicable to any one member)

iii. Relevant experience record of 3 years (In case of JV Applicable to any

one member)

iv. Valid GST and NTN company registration certificates (In case of JV

Applicable to all members)

v. Income tax OR equivalent documents as applicable in the country of

origin. The returns shall be for the Fiscal Years 2013-14, 2014-15 and

2015-16 or Calendar Years 2013, 2014 and 2015 whichever is

applicable in the country of Origin. (In case of JV Applicable to all

member)

vi. Agreement Deed / MOU in case of JV

vii. Document stating compliance to each M&E specification as mentioned

under 6-II above.

viii. Audited statement for the last three years for all JV members (if

applicable)

ix. Any other document (if needed) as and when requested by the client.

B. Documents Required for Sortlisting Evaluation and other

requirements

i. Covering letter duly signed and stamped by authorized representative.

ii. Technical Proposal

iii. Technical Evaluation (As mentioned above)

iv. Financial Capacity of the Bidder (As mentioned above)

v. Power of Attorney


vi. Undertaking (All terms & conditions and qualifications listed anywhere

in the EOI document have been satisfactorily vetted)

vii. Authorized Certificate / document from the principle / manufacturer (if

applicable).

viii. Technical Brochures / Literature or any other relevant material

ix. List of National and International Clientele

x. Any other document (if needed) as and when requested by the client.