Society for Applied Microwave Electronics Engineering & Record Number PUR/03 Research (SAMEER ), Centre Issue No./Date: 01 / (R & D Laboratory of Ministry of Electronics & Information Technology, Govt. Of ) 01.04.2015 TENDER Rev. No./Date: 00/Nil Page 1 of 1

NOTICE INVITING TENDER NAME OF SERVICE : HIRING OF 12 / 13 SEATER BUS FOR OFFICE STAFF (2 NOS) Sealed Quotations are invited from the reliable, reputed transport companies as per below requirements. Kindly go through the same and submit competitive price subject to the terms and conditions set out in tender .

Description Providing & operating of 13/14 SEATER BUS (NON AC) bus well maintained for office staff to be covered the following route

Route 1 - : –-Ruby-Salt Lake Sec-V-Salt Lake Sec-III Route 2 : -Dunlop-Sinthi () – Nagerbazar- Lake Town--Salt Lake Sec-V--Salt Lake Sec- III ) Morning - pickup from source(BARUIPUR/SODEPUR) on 7.30 AM - drop off at SAMEER KOLKATA CENTRE Evening- Pickup from SAMEER KOLKATA CENTRE on 5.35 PM – drop off at destination (BARUIPUR/SODEPUR) No of Bus : 2 Nos EMD : Rs. 20, 000 /- Tender Ref No. : SMR(K)/BUS/HIRE/20 Date of tender issue : 29th June, 2020 Date of start for submission of tender : 6th July, 2020 Last date for submission of Tender : 8th July, 2020

IMPORTANT: The bidders are directed to remain in touch with our website for amendments/ updataion etc. They are especially directed to view our website 3 days before the due date of tender beyond which no amendments shall be made. In case of amendment, the amended tender document shall be treated as final and previous document shall stand superseded.

Plot-L2, Block-GP, Sec-V, Salt Lake Electronics Complex, Kolkata- 700091, INDIA Ph : 091-33-2357-4875 / 2357-4894 Fax : 091-33-2357-4950, E-mail : [email protected] TECHNICAL BID Technical Bid (TOTAL 6 PAGES) (PART ‘A’ & PART ‘B’)

Tender Ref No. : SMR(K)/BUS/HIRE/20 dated 29th June, 2020 PART A: TECHNICAL DETAILS (QUALIFYING REQUIREMENTS) (2 PAGES ONLY)

The bidders are required to provide information about the following and enclose copies of appropriate documents. Sl. No. Description Essential/Desirable Details (To be filled in by the contractor)

Srl No. Description Essential Details to be filled /desirable up by the contractor 1 Providing & operating of 13 / 14 SEATER Essential mini bus (Model ) along with Driver 2 Valid labour license as per Labour Act Desirable imposed by Government as applicable. 3 Copy of valid EPF / ESI Reg Desirable n. as applicable 4 Contact details (for day to day liaison): Essential a) Name of Contact person b)Address of Contact person c) Land line and Mobile numbers d) E-mail address e) Fax number

5 Copy of PAN Essential

6 Also please enclose copy of last 3 years’ Essential I.T. Return 7 EMD in the standard form enclosed for Essential Rs.20,000/- (Twenty thousand only (Either DD / NEFT) 8 Copy of Service Tax Regn.(PAN based) Essential

9 Signatures, date & seal on all pages of the Essential Technical & commercial bid Essential

SAMEER KOLKATA may demand original certificates to be shown to verify the photocopies. Note: Non-Fulfillment of any/all of the above requirements can entail disqualification of the bidder. All the above conditions accepted

(Sign, seal & date of Bidder) PART B – TERMS & CONDITIONS OF CONTRACT

Name of Service : Providing & operating of 13/14 SEATER BUS (NON AC) bus for office staff

The above bus service will be provided as per following terms and conditions which is also a part of the contract. Hence all the bidders are requested to go through in details before quoting :

1. The bidding is in two stages i.e. (i) Technical Bid & (ii) Price Bid. The 2 bids should be enclosed in separate sealed envelopes. These two envelopes shall be superscribed ‘Price Bid’ & ‘Technical Bid’ for identification and both envelopes should be sealed in a single envelope superscribing tender Ref No. with bidders phone No. Tender should be submitted at the following address : Mr. Vivek Kr. Singh, Head A&AO, SAMEER Kolkata,Plot-L2, Block-GP, Sec-V, Salt Lake Electronics Complex, Kolkata-700091. 2. Providing & operating of 13/14 Seater bus (Non-AC) well maintained for office staff to be covered the following route. However variation in route may take place, if required. Route 1 : Baruipur –Garia-Ruby-Salt Lake Sec-V, Salt Lake Sec-III (one side movement around 45 Km) Route 2 : Sodepur-Dunlop-Sinthi (Baranagar) – Nagerbazar- Lake Town--Salt Lake Sec-V--Salt Lake Sec-III (one side movement around 45 Km ) Morning : pickup from (BARUIPUR/SODEPUR) on 7.30 A.M - drop off at end point SAMEER KOLKATA CENTRE Evening- Pickup from SAMEER KOLKATA CENTRE on 5.35 PM – drop off at end destination (BARUIPUR/SODEPUR) Duty Hours : 12 Hours ( 7.30 AM. To 7.30 P.M) Total service to be rendered per day for each bus : 12 hours with 90 Km No of assured business days in a month : 22days No of bus required : 2 (To be covered Route 1 and Route -2)

3. There shall not be any Garage Kilometres and therefore the duty hours will start from the reporting point and also service will end at the reporting point. 4. The bus should not be older than 7 years and bidders should submit latest fitness certificate of vehicles issued by DMV. 5. Service provider to ensure that all maintenance works related to assigned vehicle shall be carried out in off duty hours. Service provider shall ensure that vehicle deployed shall arrive at designated location on time and with full or sufficient tank of fuel. The service provider shall ensure that the vehicles deployed by him are maintained well, cleaned thoroughly both internally and externally, boot kept clear off dust, rubbish, oil and any personal belongings of the driver. All vehicles shall be equipped with an emergency medical kit and a fire extinguisher. In the event of any break-down, servicing and repairs of vehicles, the service provider at his own cost shall make alternate arrangement by providing similar or higher class of vehicle(s) for which agreement is entered into. Failure to do so will evoke penalty or possible termination of contract.

6. Bid Evaluation : Technical bid will be evaluated by tender committee internally and Price Bids will be opened in front of the bidders who are qualified in Technical Bid. 7. Bidders are requested to comply with requirements like PF Registration, ESI Registration, Labour Licence etc.; if the appropriate authorities raise any such requirement/claim/challan, the contractor will have to fulfill all requirements for which, no financial burden shall be passed on to SAMEER KOLKATA. The full burden will have to be borne by the contractor. 8. The successful bidder will have to furnish copies of RTO Registration, showing the model, ownership, seating capacity, tax paid, road worthiness, insurance etc. on any day before placement of the bus. In case these documents are readily available, they can be furnished along with this Technical Bid. 9. Item Sl. No. 2 of PRICE BID bid shall become applicable on a monthly billing cycle only if the logged KMs during the billing cycle of one month exceeds 1980 Kms. This implies that this item Sl. No.2 will not be reckoned on a day to day basis. 10. The bidders are required to quote their rates in the price bid format enclosed herewith. (There should be no cutting or over-writing in the price bid). The rate should include cost of Fuel, Driver, Registration, Insurance, Depreciation, Repair and Maintenance, Taxes, Duties, Profit & All Other Incidental Charges. 11. Rate should be quoted in figure as well as in word in Price Bid format. For any dispute, rate quoted in word should be treated as final. 12. Payment will be made on monthly billing cycle for each rout based on quoted price in PRICE BID. The initial meter reading shall be taken on reporting for duty at source pick up point and final meter reading shall be at the point of final drop. 13. The timing of the deployment of the bus can be changed by SAMEER KOLKATA management depending upon the exigencies of work and seasonal variations. However, the total working hours shall not exceed 12 hours per day. No additional payment would be permissible for change in timings. On rare occasions, the working hours may be increased beyond 12 hours. However, payment will be regulated according to kilometers logged. No additional payment shall be permissible for such extra duty hours. 14. SAMEER KOLKATA assures the contractor a minimum business 22 days per month and shall make payment 22 days per month to the contractor even if the bus is not utilized on these days. However, the bus should have reported for duty for such number of days. 15. The validity of the contracts shall be 6 (SIX) months. However it may be extended with same terms and conditions for further 6 month, if required, based on satisfactory performance and mutual agreement. 16. The contract can be terminated by any of the parties at any point of time by giving one Month notice, in which case no compensation shall be admissible for the uncompleted period of the contract. 17. The total value of the offer (for 6 month) shall be calculated as per the following formula: Total Value of Offer = Minimum Rate Quoted (Per day) x 22 days x 6 Months + Rate quoted (per Km) x 5 Kms x 22 days x 6 months. The lowest bidder (L-1) will be arrived at from the above formula. However, this does not place a restriction on the daily KMs logged by the bus. This formula is only for determining L1 bidder. 18. The successful bidder will have to deploy the vehicle within 7 days from the date of issue of the order. 19. EMD : Technical bid shall be accompanied with Earnest Money deposit (EMD) of Rs.20,000/- (Rupees twenty Thousand only) in the form of Demand Draft, in favour of SAMEER Kolkata Centre payable at Kolkata or Bank Transfer through NEFT (Bank A/c details will be provided on request) Offers without the EMD shall be liable to be rejected. No interest will be borne by SAMEER for EMD. The EMD shall be refunded to the unsuccessful bidder(s) on finalization of tender and EMD of successful bidder will be adjusted against Security Deposit. If the successful bidder refuse to accept the award of contract / unable to provide the required bus within the stipulated time, the offer can be treated as withdrawn and EMD will be forfeited. 20. Security Deposit (SD): Security Deposit will be collected from the successful tenderer for Rupees 5% of the total contract value for 6 month on the basis of 22 days (as per day quoted rate). Security deposit will be valid for 6 moths and no interest will be borne by SAMEER for SD. 50% deposit will be collected within 15days from the date of issue of contract. Balance 50% will be recovered @ 5% from running bill. EMD amount will be adjusted against security deposit and balance amount will be collected as above. Security Deposit may be furnished in any one of the following forms: i) Demand Draft from any scheduled bank in favour of SAMEER Kolkata Centre, payable at Kolkata ii) Bank Guarantee from Scheduled Banks governed by Reserve Bank of India and will be valid 60days more beyond the validity of the contract. ;iii) Bank transfer through NEFT (Bank A/c details will be provided on request) In case of non satisfactory performance/ violation of the contract, SAMEER KOLKATA shall have a right of forfeiting the security deposit.

21. The pool supervisor will make appropriate necessary corrections before forwarding the bills for payment. 22. The contractor will have to raise monthly bills for the service rendered for each route; these bills shall be scrutinized by SAMEER KOLKATA before payment. 23. Fuel Price variation clause: a. The base price of fuel shall be the price of the fuel on the quoted date. b. No price variation shall be payable/recovered in case the variation in the cost of fuel is within ± 10% of base price. c. Price variation shall be payable/recovered in case the variation in fuel price is more than 10% in such a case the permissible %age for calculation of payment/recovery shall be the percentage above or below 10%. For example, if the cost escalation is 12%, the permissible %age for calculation shall be 12% -10% = 2%. Committee will decide the reasonable charges to be paid to the contractor for the above extra percentage and decision of SAMEER will be final and bound. The contractor will have to submit separate bills for variation in price of fuel. SAMEER KOLKATA, however shall have the right to recover the fall in price resulting from any possible decrease in fuel rates.

24. The driver should be well dressed in the uniform of the contractor. He should possess valid & suitable driving licence at all times and should be a person of good moral character. 25. Each vehicle will usually be deployed for 12 hours a day and total (22 x 6) = 132 days for 6 month. Appropriate relieving drivers will have to be provided by the contractor to give leave to the drivers.

PENALTY CLAUSES (24, 25, 26 & 27) : 26. In case of preventive maintenance/breakdown of the vehicle, alternative vehicle will be allowed. In case vehicle is not deployed by the contractor on any particular day, a penalty equal to minimum daily payable amount (i.e charges of 90 Kms/day per bus) shall be deducted from the monthly bill. If it is repeatedly happened SAMEER reserves the right to terminate the contract at the risk & cost of the bidder. 27. The driver of the vehicles should be well behaved and courteous with SAMEER KOLKATA staff. In case of misbehavior by the driver he will be replaced or penalty upto Rs.200.00 can be imposed for each if there are multiple repetitions with a particular driver. Failure to report at the specified time can result in a penalty of Rs.50/- for each lapse subject to maximum 1 hour late. In case of habitual late coming greater penalty will be recovered from monthly bill which will be Rs.400/-. 28. One set of cleaned & ironed white seat covers will have to be provided. In case of failure to do so, SAMEER KOLKATA will charge a penalty of Rs.500/-. 29. The driver will have to be provided with a mobile phone. He will keep the mobile phone charged and in fully operative condition. Failure to keep/keep ON the phone would entail a penalty of Rs.50/- per day subject to maximum Rs.500/- 30. The contact person mentioned in Part-A of this bid will have to meet Mr.V K. Singh, Head A &AO at least once every fortnight for obtaining feedback about the operation of the bus. A plate/paint indicating “ON SAMEER KOLKATA DUTY” will have to be provided both on front& back of the bus. 31. No unauthorized person should be allowed to travel in the vehicle when on SAMEER KOLKATA official duty and it will be strictly followed. 32. The vehicle will have to be maintained by the contractor in good running condition which includes at least the following: (i)Minimum noise of engine and body while running (ii)Tyres with proper treads. (iii)Inflated stepni Working headlights, tail lamps, indicators, speedometer, milometer, temperature indicator etc. (iv)Proper paint on the outside. (v)Good condition of bumpers (vi)Upholstery in good condition including washed and ironed white seat covers. (vii)Proper locking of all doors (viii)Proper closing and opening of all windows. (ix)Dusting of dashboard, rear board, matting, windscreen, windows and body. 33. Contractor/Operator will have to fulfill all legal obligations regarding minimum wages, PF, ESI, Pollution norms, Motor Vehicle Act,Service tax etc. as may be applicable to him. The vehicle should have valid taxi permit issued by R.T.O. The vehicle must be comprehensively insured for driver, passengers & the third party for the period of the contract. 34. The contractor has to abide by all laws, rules & regulations applicable to this type of work. Ignorance of the same does not entitle him to any concessions or claims. 35. Any matter of dispute arising out of or in connection with this contract shall be under jurisdiction at Kolkata only. 36. The Contractor has to make an agreement with SAMEER KOLKATA in the format prescribed only on Rs.100/- Non-Judicial Stamp Paper. 37. The contractor shall compensate SAMEER KOLKATA for any loss or damage to the property of SAMEER KOLKATA due to his workmen/representatives’ negligence or otherwise during execution of contract. In this decision of SAMEER will be final and bound by the contractor. 38. SAMEER KOLKATA reserves the right to accept or reject any or all offers without assigning any reason(s). The dispute arising out of or in relation of this agreement shall be referred to arbitrator, appointed by SAMEER KOLKATA, who may be a serving/retired Sr. Officer or any other person of repute whose award shall be binding on both the parties to the agreement. In case any of the parties decides to obtain relief from the court, the dispute arising out this agreement shall be subject to Kolkata jurisdiction. 39. Sensitization of vehicle and PPE kits will be arranged by SAMEER. 40. Payment will be made submission of invoice (GST as applicable) and statutory deduction as per I. T act will be done from the bill. 41. After dropping off the staff at SAMEER Kolkata the parking facility will be provided by SAMEER at own office premises hence no attract any parking fees to be borne by SAMEER. 42. The toll charges will be reimbursed by SAMEER on production of documentary evidence.

I HAVE READ AND UNDERSTOOD ALL THE ABOVE TERMS & CONDITIONS AND ABIDE BY THE SAME TERMS AND CONDITIONS IF CONTRACT IS AWARDED ON ME.

All the terms & conditions accepted

Name of authorized person : Signature : Address :

Mobile / Phone NO. : Email ID : Date : Seal : PRICE BID

(Price Bid has been amended / revised as given below, all the bidders are requested to quote as per amended / revised price bid) PRICE BID (1 PAGE Only)

NAME OF SERVICE : HIRING OF 13 /14 SEATER BUS FOR OFFICE STAFF (2 NOS)

IMPORTANT: Contractor is advised to read the technical cum commercial bid also before quoting. Price should be quoted as per below format otherwise bid quoted in any other way will not be considered. Two separate bill for two buses to cover the tender route should be submitted based on below quoted price and no extra payment will be made beyond Tender terms and conditions.

QUOTED RATE SL. ESTIMATED (Rs.)(TO BE DESCRIPTION UNIT NO. QTY FILLED BY BIDDER) Providing & operating of 13/14 seater bus well maintained for 12 hours a day 02 i.e. from 7.30 AM to 7.30 P.M including VEHICLES all charges (like white seat covers, fuel, Per Day 1 all legal clearances from RTO, Labour MINIMUM 22 (Upto authorities, Insurance cost. Etc.) as per DAYS PER 90 Kms) terms and conditions of the tender MONTH mentioned in Technical Bid.

Running beyond 90 Kms/day (Pl. refer 2 condition No. 8 of Technical Bid ) 5kms/day per kms

Market price of fuel on the date of Market rate to quoting) (for diesel price variation be filled up here 3 01 Litre clause), not for comparison purpose. Rs...... /ltr.

Name of authorized person : Signature : Date :

Please go through the Amendment of Tender and submit your bid as per Amended / Revised Price Bid. AMENDMENT OF TENDER (2 pages)

Date : 4th July, 2020 The following amendments/corrigendum/addendum have been done :

PART B – TERMS & CONDITIONS OF CONTRACT

Point of In place of To be read as amendment Clause -33 valid taxi permit valid permit Clause -38 SAMEER KOLKATA reserves the SAMEER KOLKATA reserves the right to right to accept or reject any or all accept or reject any or all offers without offers without assigning any assigning any reason(s). reason(s). The dispute arising out of or in relation of this agreement The dispute arising out of or in relation of shall be referred to arbitrator, this agreement shall be referred to appointed by SAMEER KOLKATA, arbitrator, appointed by SAMEER who may be a serving/retired Sr. KOLKATA, who may be a serving/retired Officer or any other person of Sr. Officer or any other person of repute repute whose award shall be whose award shall be binding on both the binding on both the parties to the parties to the agreement. agreement. In case any of the parties decides to obtain relief from the court, the dispute arising out this agreement shall be subject to Kolkata jurisdiction. Clause -43 -- Validity of the quotation should be minimum 60 days from the DUE DATE of the quotation. Clause -44 --- Agency/Contractor can submit their bid on individual Route as suitable for them (either Route-1 or Route-2) OR they can also submit bid for both Route altogether. Please mention the Route for which they like to participate in Price Bid format. EMD amount will be the same for individual or both. Clause -45 --- All the bidders are requested to quote their bid as per AMENDED PRICE BID as enclosed herewith. SAMEER refers in tender as “Society for applied Microwave Electronics Engineering and Research (SAMEER)” AMENDED / REVISED PRICE BID FORMAT (To be filled up by the bidder)

NAME OF SERVICE : HIRING OF 13 /14 SEATER BUS FOR OFFICE STAFF IMPORTANT: Price should be quoted as per below format. Price quoted apart from below mentioned format is not acceptable and the same should be treated as cancelled. No conditional bid will be acceptable. Quoted price for items Srl No. 1 & Srl No. 2 as mentioned below should be in Figure as well as in word. Contractor is advised to read the technical bid carefully before quoting as well as go through the CLAUSE -44 as mentioned in Amendment of Tender. The following quoted price will be applicable on each Route. Name of the Route quoted for (please mention Route -1 / Route-2 / Both) : ......

SL. ESTIMATED QUOTED RATE (TO BE DESCRIPTION UNIT NO. QTY FILLED BY BIDDER)

Providing & operating of 13/14 seater bus well maintained for 12 hours a day i.e. from 7.30 AM to 7.30 P.M including all charges (like MINIMUM 22 Per Day 1 white seat covers, fuel, all legal DAYS PER (Upto clearances from RTO, Labour MONTH 90 Kms) authorities, Insurance cost. Etc.) as per terms and conditions of the tender mentioned in Technical Bid.

Running beyond 90 Kms/day (Pl. refer condition Clause No. 9 2 5kms/day Per Km of Technical Bid )

Market rate to be filled up Market price of fuel on the date here of quoting for price variation 3 clause, not for comparison 01 Litre Rs...... /ltr. purpose.

Name of authorized person : Signature : Date with seal: