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WESCO UTILITY

TENDER CALL NOTICE No.- WESCO/FIN/COO/ 273 (8) Dt. 07.09.2015

TENDER SPECIFICATION

FOR

HIRING OF LIGHT VEHICLES BY WESCO

Date and Time to obtain of Tender Documents :By Dt.16.09.2015 10 AM

Last date & Time for submission of Tender :Dt.16.09.2015 3.00 PM

Date and time of opening of Tender (Technical) :Dt.16.09.2015 4:00 PM

Place: Head Office, WESCO, Burla, Sambalpur-768017, Odisha

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A. Introduction: With an attempt to bring uniformity in engagement of hired light vehicles & better managerial

control, WESCO Utility intends to invite Tender from potential Bidder(s) for engagement of

vehicles in different Divisions/Circles/Head Office. The Operational area of WESCO covers 9

Revenue District of western part of Odisha i.e. Sambalpur, Bargarh, Sundergarh, Jharsuguda,

Deogarh, Bolangir, Sonepur, Kalahandi, Nuapada comprising of 5 Electrical Circles,17 Elect.

Divisions, 55 Sub-Divisions along with more than 200 Sections & 3 MRT Circle, 4 MRT

Division, One Store Division.

B. Scope of work: The scope of work includes engagement of Light commercial Vehicles (diesel) on monthly hire

charge basis in the operational area of WESCO Utility as shown below. Presently, WESCO

utility is hiring vehicles from different agencies/ proprietors/ individuals on monthly / fortnight

basis, which includes payment of daily hire charges and reimbursement of fuel (Diesel and

mobil) expenses. The average running of vehicle in field unit is around 1800 km/p.m. and in

corporate it is around 2200 km/p.m. Entire division/circle/head office has been divided into

seven packages. The packages are designed in such a way that the agency can operate its

vehicles in a proper manner throughout the allotted area. For example package –I includes

vehicles under Rourkela division, Rourkela Sadar, SE office Rourkela and Rajgangpur Division

so that the agency can operate with office at Rourkela and Rajgangpur in a smooth manner.

Similarly, other packages are defined to cover balance operational areas of the utility. It may

be noted that in each package requirement of WESCO would be at least one AC type, 4 to 5

nos of bolero type and balance are indica/ ambassador/marshall type vehicles.

TABLE-A

Sr.

No Division

Area of Operation

(Reference may

be made to)

No. of vehicle to

be engaged

(Approx.)

Required EMD (Refer clause -

1)

1 Rourkela Mostly urban area 6 17000

Package- I

2 Rourkela (Sadar) Note-1 8 22000

3 Rajgangpur Note-2 14 37000

4 Rourkela Circle Office Note-3 9 24000

5 Sundergarh Note-4 16 42000

Package- II

6 Brajrajnagar Note-5 6 17000

7 Jharsuguda Note-6 19 50000

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8 Sambalpur Note-7 7 19000

Package- III

9 Sambalpur (East) Note-8 13 34000

10 Deogarh Note-9 4 12000

11 Sambalpur Circle Office Note-10 2 7000

12 Bargarh Note-11 11 29000

Package- IV

13 Bargarh (West) Note-12 14 37000

14 Bargarh Circle Office Note-13 5 14000

15 Bolangir Note-14 12 32000

Package- V

16 Sonepur Note-15 15 40000

17 Titlagarh Note-16 17

45000

18 Bolangir Circle Office Note-17 9

24000

19 Kalahandi (East) Note-18 15 40000

Package- VI

20 Kalahandi (West) Note-19 8 22000

21 Nuapada Note-20 7 19000

22 Kalahandi Circle Office Note-21 4 12000

23 Head Office, Burla Note-22 19

50000 Package- VII

Package-I Note : 1) Rourkela (Sadar) Division includes the area like Bonai, Koida, Lahunipada & mahuldiha

2)Rajgangpur Division includes the area like

Rajgangpur,Kalunga,Biramitrapur,Hatibari,Bargaon & Kutra

3) The coverage of Rourkela Circle office includes areas under Rourkela,

Rourkela(S),Rajgangpur & Sudergarh Division along with Circle Office.

Package-II

Note: 4)Sudergarh Division includes the area like Sundergarh town,

Ujjalpur,Hemgiri,Lefripada,Sargipali,Gopalpur & Subdega

5)Brajrajnagar Division includes the area like

Brajrajnagar,Belpahar,Bandabahal,panchgaon,gumadera

6) Jharsuguda Division includes the area like Jharsuguda town,

Kuchinda,R.N.pali,Bagdihi,Jamankira

Package-III

Note: 7) Sambalpur Division includes the area like some part of Sambalpur

town,Hirakud,Burla,Gosala,Chipilima

8) Sambalpur (E) includes the area like some part of Sambalpur

town,sasan,rairakhol,Dhama,Rengali,Maneswar

9) Deogarh Division includes the area like Deogarh town, Reamal, Tileibani, Barkote

10) The coverage of Sambalpur Circle office includes areas under Sambalpur,

Sambalpur(E),Deogarh Division along with Circle Office.

Package-IV

Note: 11) Bargarh Division includes the area like Bargarh

town,Bhatli,Attabira,Bheden,Tora,Turunga,Bhukta,Dungri,Larambha

12) Bargarh(W) Division includes the area like

Padampur,Paikmal,Sohela,Barpali,Ghens,Melchhamunda,Bijepur,Jharbandh

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13) The coverage of Bargarh Circle office includes areas under Bargarh & Bargarh (W)

Division along with circle office.

Package-V

Note: 14) Bolangir Division includes the area like Bolangir town,

Loisingha,Agalpur,Salevata,Deogaon,Chudapali,Chatmakhna & Tusura

15) Sonepur Division includes the area like Sonepur

town,Birmaharajpur,Khari,Binka,Subalaya,Ullunda,Cherupali,Tarbha,Subalaya

16) Titlagarh Division includes the area like Titlagarh

town,Patnagarh,Kantabanji,Sindhekela,Belgaon,Khaprakhol,Muribahal & Tureikela

17) The coverage of Bolanbir Circle office includes areas under Bolangir, Sonepur,

Titlagarh Division along with Bolangir Circle Office.

Package-VI

Note: 18) Kalahandi (E) Division includes the area like Bhawanipatna

town,Kesinga,Narla,Utkela,Nunmath,Borda,Madanpur,M.Rampur,Biswanathpur,Chatiguda

19) Kalahandi (W) Division includes the area like

Junagarh,Charbahal,Dharmgarh,Jaipatna,Badkutru,Golamunda

20) Nuapada Division includes the area like Nuapada town, Khariar,Khariar Road,

Komna,Lakhna,Sinapali,Boden

21) The coverage of Kalahandi Circle office includes area under Kalahandi (E), Kalahandi

(W), Nuapada Division along with Kalahandi Circle Office.

Package-VII

Note: 22) Head Office, Burla includes MRT Circle-Burla, Energy Police Station, Central

Store-Burla along with vigilance - Sambalpur, Bhawanipatna, Roukela,

Jharsuguda

N.B. The Number of vehicles to be engaged may vary from time to time according

to requirement of each Division/Circle/section/Head Office.

C. Qualifying Requirement:

The Tender is divided into two parts namely Technical and Financial as per details mentioned

below:-

Technical Requirement (1st Part) : The following authenticated documents are needs to be

submitted by the Bidder.

a) Original Demand Draft from any Nationalised / Scheduled bank in favour of "WESCO

Ltd., Burla", payable at Burla or sambalpur towards Cost of Tender amounts Rs. 2100/- (VAT 5% included)

b) Requisite EMD (Refer table A) in shape of bank draft in favour of "WESCO Ltd." payable at Burla or sambalpur.

c) Self-attested copy of valid firm / agency or Travel operator license or registration.

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d) Self-attested copy of lncome Tax PAN card of Firm/Agency or Travel operator.

e) Tender specification duly filled in and signed in each page

f) No relation certificate (The Bidder should not be an employee of WESCO or close kin of WESCO employee )

g) Proof of Past experience for providing such service to any Govt. organization / PSU / company or any other organization in support of experience.

h) Self-attested copy of service tax registration certificate.

i) Identity Proof / Address proof

Apart from the above the Bidder will have to comply with the followings.

I. The Bidder i.e. Firm/Agency should have office/establishment in those areas or at

least one of those areas in which it has to bid.

II. A Bidder can not bid for whole WESCO

III. The Bidder can bid for a minimum of 1 (one) Division/Circle and maximum for a

Package (combination of Division/Circle as shown above) to be mentioned in

Declaration Form. The evaluation however, shall be made based on the rate quoted

for each Division/Circle/head Office for allotment of engagement Order instead of total

package quoted.

IV. The vehicle should be in good running condition so as to compatible with all type of

road condition for hassle free journey.

V. The different categories of light vehicles to be engaged should not be more than 03

(Three) years old at the time of engagement.

VI. The Bidder should have ability to provide minimum 10 Nos. (with a proof of previous

experience as per format in Annexure II) of light vehicle (Diesel) like Ambassador /

lndica / lndigo / lndica vista or equivalent car including utility type vehicle like

Bolero/Sumo/Marshall etc at time.

VII. Further, Bidder should have the ability to provide additional light vehicles (AC facility)

/ Truck/ Mini Truck / Pick-up van on demand.

VIII. MINIMUM 50% of the bidded quantity of vehicles should have been supplied to Govt.

Office/PSU/Company etc. by the bidder in any financial year of last 2 years.

IX. For solvency point of view, the Bidder has to produce self-attested copy of Fixed

Deposit/NSC/RD/Bank limit etc. with nationalized/scheduled Bank considered as Rs.

30000/- per vehicle subject to maximum of Rs. 3 (three) lakhs.

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Price Bid (2nd Part) Qualification:

Price bid format (Annexure-III may be referred) should be duly filled up and signed with the

following stipulations.

a) The average fuel efficiency of the vehicle with KM/Ltr of Diesel in case of Ambassador / lndica / lndigo / lndica vista (non AC) and with KM/Ltr in case of Bolero/Sumo/Marshal irrespective of AC or non-AC and also for Ambassador / lndica /

lndigo / lndica vista with AC facility may be quoted with.

b) The Vehicle should have commercial category registration only. c) Besides the above, the Bidder is required to quote the rate for providing the

following vehicles as and when required by the utility during the tenure of the contract.

> AC Diesel Luxuries VIP Car (Seating capacity 4+1). > Truck 10 Ton Capacity. > Pick up van.

Bid contact person:-DGM (Fin)-9437057053

D. Instruction to Bidder with Terms & Conditions:

1. Earnest Money Deposit (EMD):

1.1 The Tender must accompany 1% of the tentative contract value (calculated

considering present monthly higher charges and fuel expenses for initial

contract period of two years) as Earnest Money Deposit (EMD) in shape of

Bank Draft / Banker's Cheque drawn from any nationalized / scheduled bank in

favour of " WESCO Ltd., Burla", payable at Burla. The tenders without Earnest

Money shall be rejected unless otherwise exempted by competent authority. No

interest shall be paid on Earnest Money. Required amount of EMD unit wise has

already been mentioned in scope of work (Refer Table-A).

1.2 The Earnest Money will be retained in case of successful Bidder, as Security

Deposit. The Earnest Money will be refunded to the unsuccessful Bidders after

award of the contract and signing of agreement with the successful Bidder.

1.3 The Earnest Money deposit is liable to be forfeited if the Bidder backs out from

the acceptance of offer made to him/her by the Utility.

1.4 The EMD of the successful Bidder will also be forfeited, if he / she fails to execute

the order and no adjustment is permitted towards outstanding amount.

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2. Period of contract:

1.1 The initial period of contract is for two calendar years from the date of

agreement. On successful completion of the contract, the period of contract may

be extended for a certain period on mutual consent of both the parties.

2.2 WESCO Utility reserves the right to terminate the contract without assigning any

reason thereof, at any time during the period of contract by giving 01 (one)

month notice in advance. ln the event of any such termination of the contract,

the firm/agency shall only be entitled for all the amount for services actually

provided under the contract till the termination of contract, subject to

deductions, if any, under the terms of contract. No other claims shall be

considered.

2.3 ln case of failure to discharge the contractual obligations or rendering poor

service, the Utility reserves the right to cancel the contract of concern

Firm/Agency and the Earnest Money Deposit shall be forfeited in addition to any

other additional liability on the firm/agency if any.

3. Bidder's Liability:

3.1 The firm/agency will have to comply all statutory provisions of Motor Vehicle Act

and its subsequent amendment from time to time and WESCO Utility may be well

informed.

3.2 All the requisite valid documents like R.C. book, Insurance Certificate, Road

Permits, Driving License etc. must always be readily available to the concerned

driver of the vehicle to be produced as and when required before competent

authority. Any financial loss in form of penalty or else, in case of non-production

of documents before competent authority shall be solely borne by the Firm /

Agency.

3.3 Repair & Maintenance charges of the vehicle will be borne by the Firm / Agency

at his own cost.

3.4 ln case of breakdown, R & M or any other cause for which the vehicle could not

be engaged, firm / agency will provide a similar suitable substitute vehicle

without extra cost. However, the frequent change of driver and vehicle should be

avoided.

3.5 Non-adherence to the above clause i.e. 3.4, a penalty amount, double the

rate of hire charges per day or the amount incurred for replacing the vehicle,

which ever is higher shall be levied.

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3.6 The Firm / Agency should ensure timely, regular payment of salary to its

employee engaged for this purpose so as to provide smooth service.

3.7 The driver of the vehicles should have enough past experience of driving with

good health, good conduct, reliable, sober in nature and foremost free from bad

habit of intoxication. He should have Commercial driving license.

3.8 In case of outstation tour from the Head Quarters where night halt is inevitable,

the Driver‟s lodging / boarding expenses shall be borne by the Firm/Agency and

will be reimbursed subsequently on the following basis:-

Outstation Allowance - Rs. 50/- (admissible for travel outside but coming

back same day) Night halt - Rs. 75/-

3.9 WESCO will in no way be held responsible for any damage / breakage / theft

caused to the hired vehicle and driver during the course of its hire.

3.10 “No relationship certificate” with an undertaking that, the Bidder is neither

employee of WESCO nor close kin of WESCO employee (to be submitted as per

Tender Specification in Annexure-II). Close kin of WESCO employee for this

purpose includes father,mother,son,daughter,wife,brother,sister,brother-in-

law,sister-in-law, son-in-law,daughter-in-law.

3.11 ln case of absence / leave / Outstation tour of any User of the vehicle, the driver

of concerned vehicle should report to the Controlling Officer or Officer designated

for this purpose.

4. Right of Acceptance or Rejection of Tender:

WESCO Utility reserves the right to accept or reject any or all Bidders (either wholly or

partially) without assigning any reason thereof.

E. Operational / General Guidelines:

1. Issuance of Engagement Order:

The successful Bidder shall be given an engagement Order duly signed by designated

authority before rendering service. After acceptance of the offer and before

engagement Order, the Firm/Agency has to submit the following documents of each of

the vehicles to be engaged to the Concerned Controlling officer for issue of engagement

Order.

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1.1 Self-attested copy of RC Book.

1.2 Self-attested copy of vehicle insurance.

1.3 Copy of Earnest Money Deposit.

1.4 Self-attested copy of valid Driving License of the driver for driving commercial

vehicle

1.5 Valid Fitness Certificate for commercial use along with copy of all Odisha Road

Permit,

1.6 Proof of Up-to-date road tax payment

2. Use of vehicle:

As per the time schedule (i.e. 12 hrs / 24 hrs) of engagement, the vehicle shall be

exclusively used for WESCO Utility., as per directions of the concern Officer to whom it is allotted and shall not be engaged for other works.

3. Maintenance of log book:

The Driver has to maintain Log book where all particular entries will be made on daily basis with due certification of User and will be submitted first week of subsequent

month for pass & payment of bill.

4. Tax:

(I) Concerned Division / Unit of WESCO Utility shall deposit the Service Tax with the appropriate authority as per law prevailed. However, if the service provider is a company the, service Tax shall be deposited by them and claimed from

Division/Circle/Head Office (II) The amount of TDS & other statutory deduction as applicable shall be made

effective from time to time.

5. Paying officer:

Drawing & Disbursing Officer of concerned Head Office/ Circle Offices/ Division Offices as the case may be of WESCO Utility.

F. Submission of Tender: The 1st part i.e. Technical bid along with all required information / documents duly filled and

signed in each page are to be sealed in one envelope superscribed as „Technical Bid‟ and the

offer containing the 2nd part i.e. Price bid along with all required information / documents

duly filled and signed in each page are to be set in another sealed envelope super scribed as

„Price Bid‟. Both the envelope shall also be superscribed as "Tender Call Notice No.-

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WESCO/FIN/COO/273 (8) dt. 07.09.2015 for Hiring of vehicles for WESCO UTILITY, Burla in

the left top corner of the envelope.

Further, both the sealed cover shall be sealed in a single envelop super scribed as "Tender

Call Notice No.- WESCO/FIN/COO/273 (8) dt. 07.09.2015 for Hiring of vehicles for WESCO

Utility, Burla" shall be forwarded in person / by Normal Post/ Registered post / courier is to be

sent to “Chief Operating Officer, Head Office, WESCO Utility, Burla, Dist- Sambalpur-

768017 ”

G. Tender Evaluation:

1. At the first phase of evaluation, the Technical bid shall be opened on the schedule

date & time. The Bidders qualifying „Techno-commercially” shall be considered as qualified Bidder(s) and price bid of those Bidder(s) shall only be opened and price

bid of others will not be opened. 2. The Price bid shall be evaluated on the basis of price offered in Annexure-III along

with the other terms & conditions stated above. The lowest price Bidder shall be selected as „L1‟. In order to avoid ambiguity in the event of uniformity in pricing, the

Firm / Agency with past record for providing maximum no. of years of service along with financial solvency shall be taken into account.

3. Selection of agency shall be made on the basis of division/unit wise. The bidder with L1 would be given preference to accommodate Division/unit wise assignment even

though a bidder who bids for entire package and became L1 for the same. That means a bidder who bids only for a division/unit with lowest price would be selected 1st while comparing with bidder bids for entire package (division wise).

4. WESCO reserves the right to seek clarification from any Bidder in case of need

arises.

H. Dispute Resolution:

In case occurrence of any dispute/ambiguity regarding T & C during the period of contract, the decision of Authorised Officer, WESCO shall be final. Else the court at Sambalpur shall

have the exclusive jurisdiction in the matter.

I. Force Majeure:

The Agency shall not be liable for any penalty for any delay or failure to render the service on

account of force majeure such as act of God, flood, epidemic, quarantine restrictions etc. The

Firm/Agency shall intimate in writing the cause to WESCO soon after the incident for

necessary consideration at this end.

Chief Operating Officer

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ANNEXURE- I

DECLARATION FORM

Tender No ………………..

To,

The Chief Operating Officer,

Head Office, WESCO Utility

Burla, Dist - Sambalpur-768017

Sir, Having examined the above specification together with terms and conditions, the undersigned hereby agree to render service if allotted to me in all respects as per the specification and general conditions, at the rates offered herewith. The offer is valid upto 120 days from the date of tender opening. 1. l / We, as a Bidder prefer to bid for (specify the name of Div./Circle/Head office/Package to be bid) 2. l / We, hereby confirm that, the documents submitted in the check list of Tender Specification under 1st part Technical Bid is genuine & true to the best of my knowledge. 3. l / We, hereby certify that the amount have been deposited towards the cost of the tender by remitting Bank Draft No.------------------------- 4. ln the event of engagement order if conferred in my favour, l agree to render 2 years of smooth

service as per agreed T & C.

Date …………… Yours faithfully,

Signature with Designation and Seal

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ANNEXURE- II

Tender Notice No…….

Check List

1 Name of the Tendering Company / Organisation / Agency

2 Name(s) of the Proprietor / Partner / Director(s) of the Organisation / Company

3 Full address of the Company / Organisation / Agency with Telephone Nos. / E-mails.

4 Name and Telephone No. of the Authorised Officer / Person to be contacted with

5 Status of the organization with Proprietorship / Partnership / Pvt Ltd., Etc (

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a) Details of Earnest Money Deposit : DD No.------------ drawn on bank ------------date ----------- of Rs. ----------

b) Details of Tender cost : DD No.----------date ----------- of Rs.--------------drawn on bank

7 Copy of PAN card

8 Copy of Firm / Agency / Company Registration certificate

9 Copy of Service Tax Registration certificate

10 No relation certificate (Neither Bidder is employee of WESCO or close kin of WESCO employee)

Past Experience

Sr. No

Name of the Client with Address & Telephone

No. of vehicle engaged

Duration of Contract

From To

1

2

3

Signature of Bidder with seal

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ANNEXURE- III

Price Bid

12 hrs/ day on monthly 24 hrs/ day on monthly AC Non-AC Non-AC AC AC Non-AC Non-AC AC

Category Diesel car (Ambassador / lndica / lndigo/ vista) Rate in Rs.

closed full body metallic diesel vehicle like Bolero/Sumo/Marshall

Diesel car (Ambassador / lndica / lndigo/ vista) Rate in Rs.

closed full body metallic diesel vehicle like Bolero/Sumo/Marshall

Hire Charges (incl. of Tax)

Total Rs.

Rs. in Words (for 24 months)

Fuel Reimbursement:

Diesel car (Ambassador / lndica / lndigo/ vista) Rate in Rs.

Closed full body Utility type diesel vehicle (Bolero/Sumo/Marshall)

Non-AC Facility AC Facility Non-AC Facility AC Facility

Rate Per Km. or per ltr. mileage

Engine Oil mileage for one ltr.

AC / VIP/ Luxuries Car Mini Truck / Pick-up

Price (Incl. of Tax)

Daily Basis

K.m. basis

Night Halt charges

Daily Basis K.m. basis

Night Halt charges

Total Rs. (in figure)

Rupees in words

Signature of the Bidder with Seal