INDIAN INSTITUTE OF MANAGEMENT CALCUTTA
D.H.ROAD, JOKA, KOLKATA - 700104

NOTICE INVITING TENDER

 

Tender No: NIT/IIMC/Transport-DA students/13/2018-19

Dated 24th May, 2018

Sealed Tenders are invited from Contractors/Agencies/Transport Service providers for providing one Indigo or equivalent (Non-AC) Car on rental basis for a period of 10 months w.e.f. 1st July, 2018 to 30th April, 2019 for the DA students of Indian Institute of Management Calcutta, Joka, Kolkatta-700104.

The Tender Documents can be obtained from the Office of the Senior Administrative Officer (Purchase), IIM Calcutta or the Tender Form may also be downloaded from the Institute’s website: www.iimcal.ac.in.

Contractors/Agencies/Transport Service providers are requested to submit their bids document (Financial Bid as per Annexure-I), complete in all respects along with the copies of Trade License, GST Registration certificate, PAN and Earnest Money Deposit (EMD) amounting to Rs.10,000/- by Demand Draft drawn in favour of “Indian Institute of Management Calcutta” and payable at Kolkata at the Office of the Senior Administrative Officer (Purchase) located in Administrative Building, (Ground floor), Indian Institute of Management Calcutta, D.H. Road, Joka, Kolkatta-700104 by 2.00 P.M. on 6th June, 2018.

The Tender will be opened on 6th June, 2018 at 2-15 P.M.at the Office of the Senior Administrative Officer (Purchase) in presence of authorized attending representatives of the bidders.

IIM Calcutta reserves the right to reject any or all tenders without assigning any reason thereof.

Terms & Conditions:

(i) The engagement is from 1st July, 2018 to 30th April, 2019 on 6 (days) in a week (Monday to Saturday including Holiday). Duty hours of the vehicle will be from 8.00 AM to 10.00 PM (14 hours) which is subject to change.

(ii) The vehicle will ply inside the campus, maximum limit up to 1000 Kms per month. In case of emergent situation, the vehicle may be used for outside duty and if the vehicle runs more than 1000 Kms per month, Rs.12/- per Km. will be paid extra. The vehicle to be supplied must have commercial registration on and/or after 2014 and the proof of the requisite documents must be submitted along with the bids. The service provider should have at least two similar cars, either proprietorship or in the name of the company. The successful bidder needs to show the vehicle to the transport department before issuance of work order.

(iii) During duty hours, the Vehicle should follow the schedule for parking of the vehicle and should remain under the control of PGP Office/Transport Department, IIMC.

(iv)The vehicle is engaged and used mainly by the D.A. students of the Institute. However, the vehicle may be used by other officials of Institute as and when required.

 (v) In each case the monthly invoice of the said vehicle should be submitted within 10 (ten) days of the next month along with the duty charts duly signed by the availing students. Service Tax as applicable should be shown separately in your invoice.

(vi) While on duty the driver should keep with him the proper & up-to-date records of the vehicle, valid cab license issued by the Motor Vehicle Department, Govt. of West Bengal. All relevant documents must be renewed before the expiry date.

(vii) The courtesy and good behaviour on the part of the driver is important. Discourteous or careless driver shall be replaced on demand by the Institute.

(viii) The Agency is solely responsible for all actions including payment of any type of claims arising out of infringement of rules, regulations, accident or any other unforeseen happening. In case, the vehicle is withdrawn for maintenance /repair/ breakdown, a substitute vehicle should be provided forthwith.

(ix) Liability of the Agency: When the Institute engages a vehicle, all liabilities in respect of the vehicle and the driver including accident to the vehicle, injury to driver and the passengers travelling in vehicle shall rest with the Agency. The hiring authority has no responsibility whatsoever and will not entertain any claim in this regard under the provision of the law.

(x) The engagement and employment of driver and payment of wages as per existing provisions of various labour laws or regulations shall be deemed to be breach of this contract if not adhered to.

(xi) The Agency shall assign the job of driving of hired vehicles only to qualified, experienced, licensed drivers and also assume full responsibility for the safety and security of the users. The essential spares are to be stored in the vehicle for trouble free driving. IIM Calcutta shall have no direct or indirect liability arising out of negligent, rash and impetuous driving which is an offence under relevant section of IPC and any loss caused to IIM Calcutta will have to be suitably compensated by the Agency.

(xii) Vehicle having commercial registration, shall be supplied to IIM Calcutta and taxes etc., due on such vehicles shall be liability of the Agency. The cost of lubricants, repairs, maintenance, taxes, insurance, etc. will be the Agency’s liability. The vehicle must have adequate fuel in fuel tank (more than 20 Liters) during duty hours.

(xiii) The vehicle deployed during the contractual period at any point of time should be well maintained and in perfect running condition as per IIM Calcutta’s requirement with proper pollution check and valid pollution certificate.

(xiv) Driver of the vehicle must be provided and maintain mobile phones. No extra charges would be paid by IIM Calcutta for the same.

(xv) In case of break down/servicing/repair, the Agency shall provide alternate vehicle of same model, failing which vehicle shall be hired from any other source/sources at the risk and cost of the Agency.

(xvi) The maintenance cost, charges of fuel (petrol/diesel), road tax, permit fee, passenger Tax, Border Tax, challans, salary of the driver, the overtime etc. are the responsibility of the Agency and should be paid by the Agency. Insurance: The provided vehicle must be fully and comprehensively insured covering the risk to the driver and all passengers also.

(xvii) The Institute shall have absolutely no responsibility to pay any compensation for any accident occurred to any person/representative of the Agency during his to and fro journey and or while attending to the services of the Institute and no other charges whatsoever shall be payable by the Institute to the Agency.

(xviii) The Institute shall have the liberty to enter into similar contract with any other Agency engaged in Car Rental Services parallelly without making any reference.

(xix) The rates will be inclusive of all taxes, i.e. cost of petrol/diesel, lubricants, driver’s salary & allowances etc.

(xx) Payment will be made on monthly basis on submission of the bill (duly certified by the user and the Transport department) within 30 working days.

(xxi) No escalation/extra charges will be allowed over & above negotiated rates during the tenure of contract.

(xxii) The Driver should be courteous to the users, maintain discipline, decorum, well dressed & should always carry a mobile phone with him. In the event of misbehaviour on the part of driver, IIM Calcutta may impose penalty as deemed fit on the Agency.

(xxiii) Sub-contracting Not Allowed:

The successful bidder shall not subcontract, transfer or assign the task to any other Agency without the previous written approval of IIM Calcutta. In case the Agency contravenes this condition, IIM Calcutta shall be entitled to place the contract elsewhere at the cost and risk of the Agency and all expenses borne on this account shall be recovered from him

(xiv) IIM Calcutta reserves the right to terminate the contract at any time without assigning any reason thereof by serving 30 days’ notice.

(xxv) Penalties:

(1) In case of break-down of the vehicle, the same to be replaced by other vehicle in good condition immediately (maximum one hour from the time of break-down). Failure on the part of contractor to provide such replacement will attract imposition of penalty on pro-rata basis against each break-down. 

(2) IIM Calcutta also reserves the right to impose penalties for unsatisfactory services which may include:

(a) Delayed arrival/report at the designated stop/place.

(b) Misbehaviour with the users.

(c) Violation of instructions given by IIM Calcutta.

(e) Poor quality of cars (both interior & exterior)

The final decision of the extent of penalty leviable on the Agency will rest with the Institute Authority and it is binding on the Agency.

(xxvi) Arbitration:

All disputes shall be tried to be settled mutually my making references to conditions of contract documents or prevailing local practices etc., but if not settled mutually, shall be referred to arbitration. Such arbitration shall be governed by the provisions of the Indian Arbitration and Conciliation Act, 1996 or as amended from time to time. The venue for such arbitration will be in Kolkata. The award of the Arbitrator shall be final, conclusive and binding on all parties to the contract. 

 

Senior Administrative Officer (Purchase & Transport)
IIM Calcutta

Annexure-I

Indian Institute of Management Calcutta

Financial Bid for engagement of a vehicle for DA Student

SL No

Description

Period

Base Rate per month

Total Base Rate

GST, if Applicable

Grand Total

1

Indigo or

Equivalent Car (Non-AC)

10 Months

        

Name of the Vendor with Seal

 

Signature

Date: