Tender for Vehicle Hiring for Vibrant Gujarat Global ... · PDF fileTender for Vehicle Hiring for Vibrant Gujarat Global Summit 2017 ... Tender for Vehicle Hiring for Vibrant Gujarat

Tender for Vehicle Hiring for Vibrant

Gujarat Global Summit 2017

(04/VG2017)

Important Dates

Downloading of the documents 02.09.2016 to 22.09.2016 upto 16:00 hrs

Pre – Bid meeting Date & Time 13.09.2016 on 12:00 hrs

Last date of submission of the bid

22.09.2016 up to 16:00 hrs

INDUSTRIAL EXTENSION BUREAU

Block no. 18/2, Udhyog Bhavan, GH – 4, Sector – 11, Gandhinagar- 382010

Phone: +91- 79- 23250492/93 Fax: 23250490 Email ID: [email protected]

Website: www.indextb.com, www.vibrantgujarat.com

mailto:[email protected]

http://www.indextb.com/

Tender for Vehicle Hiring for VGGS 2017

Industrial Extension Bureau (iNDEXTb) Page 2 of 30

Table of Content

BACKGROUND AND OBJECTIVE ............................................................................. 3

NOTICE INVITING PROPOSAL AND NECESSARY INSTRUCTION .................. 4

SCOPE OF WORK ........................................................................................................... 6

QUALIFICATION CRITERIA ......................................................................................... 7

PROPOSAL SUBMISSION ............................................................................................. 8

INSTRUCTION TO BIDDING AGENCIES ............................................................... 10

OPENING OF PROPOSAL ........................................................................................... 11

PROPOSAL EVALUATION ........................................................................................... 12

OTHER TERMS & CONDITIONS .............................................................................. 15

FORMAT AND SIGNING OF PROPOSAL ............................................................ 18



BACKGROUND AND OBJECTIVE

1.1 Vibrant Gujarat Summit is biennially organized since the year 2003 and

accordingly Summits were organized in the years 2003, 2005, 2007, 2009, 2011, 2013 and 2015. Over the years, the Summit has emerged as one of

the flagship events of India and a major platform to discuss investments and development. Vibrant Gujarat Global Summit 2017 is to be held during 10th to 13th January 2017 in Gandhinagar, Gujarat.

1.2 Industrial Extension Bureau (iNDEXTb) is a Government of Gujarat Organization, registered under the Societies Act 1860. The organization is

under the Industries and Mines Department (IMD) of the Government of Gujarat (GoG).

1.3 iNDEXTb makes various efforts for promoting investment in infrastructure

and industrial sector in the State of Gujarat and attracts various investors. In efforts to promote investment and the State as ideal investment destination, it has been acting as the nodal agency for organizing Vibrant

Gujarat Global Summits, since 2003.

1.4 Giving to the success of last summits, Vibrant Gujarat Global Summit

2017, is expected to witness participation of high level delegations, delegates not only from within the country but also from across the globe.

1.5 In order to provide and ensure proper hospitality to the visiting dignitaries,

iNDEXTb intends to appoint an agency to provide vehicles of different categories at a disposal of iNDEXTb during Vibrant Gujarat Global Summit

2017 through online tender process.



NOTICE INVITING PROPOSAL AND NECESSARY

INSTRUCTION

2.1 Sealed Expression of Interest Documents under two separate envelopes are invited from bona fide, experienced & reputed agencies of financial

standing, meeting the pre-qualifying requirement, for the scope of work.

NAME OF WORK Tender for Vehicle Hiring for Vibrant Gujarat

Global Summit 2017

DOCUMENT NO. (04/VG2017)

TENDER SUBMISSION COST

Rs. 10,000/- (Rs. Ten thousand only) BY DEMAND DRAFT in favour of Industrial Extension Bureau, Gandhinagar

EMD Rs. 2,50,000=00 ( Rs. Two Lakh Fifty Thousand only ) BY DEMAND DRAFT in

favour of Industrial Extension Bureau, Gandhinagar and it will be realised after

Vibrant Gujarat 2017 Summit

CONTRACT PERIOD

The rate provided by the selected agency will be valid from the date of appointment to 30th

June 2017

ISSUE OF TENDER

The tender can be downloaded from

02.09.2016 to 22.09.2016 website www.indextb.com and www.nprocure.com

PRE-BID MEETING At 12:00 Noon on 13.09.2016 for clarifications of queries if any at the below mentioned address:

Industrial Extension Bureau (iNDEXTb)

Block No 18, 2nd Floor, Udyog Bhavan, Sector 11,Gandhinagar 382010

Phone : 079-23250492/93

PROPOSAL DUE DATE

(LAST OF DATE OF TENDER SUBMISSION)

Tender should be submitted before the At 4:00 PM on 22.09.2016 at the below

mentioned address

Managing Director,

Industrial Extension Bureau (iNDEXTb)

http://www.indextb.com/



Block No 18, 2nd Floor, Udyog Bhavan

Sector 11, Gandhinagar 382010

OPENING OF TENDER Part-1: Pre-qualification papers will be

opened on the same day – 22.09.2016 at

4:30 pm in the presence of bidders.

Pre-qualified bidders would subsequently

be informed about making a presentation

on their technical proposal for services to

the committee. The date, time and venue

would be informed later on to the pre-

qualified bidders.

Part- 2 : Price Bid shall be opened of the technically acceptable bidders at a later date or on the date of technical presentation.

CONTACT PERSONS

(FOR ANY CLARIFICATIONS)

Managing Director, iNDEXTb

Email : [email protected]

Contact numbers :

Tel: + 91- 79-23250492/93

Fax : + 91- 79-23250490

mailto:[email protected]



SCOPE OF WORK

3.1 Agency will have to professionally manage fleets of coaches (buses – large

and medium) and pool of cars for smooth transportation of guests from airport to venue, from airport to hotel, from venue to hotel and/or any

individual requirements during the summit.

3.2 Agency to ensure that the vehicles are in good condition and they have all the required permissions and papers as required under the govt. regulations

such as registration, PUC, insurance.

3.3 Agency is required to arrange and reserve some of vehicles for iNDEXTb and

will make allocation as per the instruction given by iNDEXTb.

3.4 Agency to ensure the number of vehicles of different category reserved for iNDEXTb well in advance and for the purpose, agency may tie – up with its

associate for procuring vehicles However, agency is required to submit the contract copies of letter of supports from the associate members to iNDEXTb along with the submission of bid document.

3.5 Agency is required to provide the detail of vehicles, driver details etc reserved for iNDEXTb latest by 1st November, 2016.

3.6 The vehicles reserved for iNDEXTb shall be placed at a designated location and will be allocated as per the instruction of iNDEXTb

3.7 Vehicle reserved for iNDEXTb shall be released as per the instruction of

iNDEXTb or official authorized by iNDEXTb or respective authority working for VGGS 2017.

3.8 Agency is required to submit duty slip of the vehicles reserved for iNDEXTb duly signed by the liaison officials appointed by Government / iNDEXTb / any other authorized organization or dignitaries or authorized person. The

payment of the vehicles will be made only on the basis of submission of original duty slip signed by concerned authority and on the basis of the actual usage of vehicle. A sample proforma of duty slip is provided in this

document.

3.9 Agency is also required to manage the fleet arranged by iNDEXTb from any

other sources on complimentary basis.

3.10 Agency should engage dedicated team to handle transport management



QUALIFICATION CRITERIA

4.1 Agency should be registered firm

4.2 Agency should have minimum 5 years of experience as on 31.03.2016.

4.3 Agency should have average annual audited turnover of atleast Rs. 1 crore

from transportation activities only (which means income generated from vehicle supplied) in last 3 financial years upto 31.03.2016 (2013-14, 2014-15 and 2015-16)

4.4 Agency must own atleast 30 commercially registered vehicles (such as indigo, innova, Honda City etc. and heavy vehicle such as Tempo Traveller,

19 Seater coach, Volvo 49 seater etc.) of different makes in the name of owner. Vehicles owned by members of the company owners family / relatives who are not directly involved in the agency, will not be considered.

All the vehicles should not be older than 3 years.

4.5 Agency should have supplied vehicles (light and heavy vehicle) of different makes to atleast one events wherein they have supplied atleast 150

vehicles, organised by the government and / or quasi government agencies / financial / multilateral agencies in the last 5 years.

4.6 The agency should be a registered member of any two associations like IATO/ TAAI/ ADTOI/ TAFI/ Ministry of Tourism, Govt of India. Proof to be submitted.

4.7 Agency should be an Income Tax Assessee and should have filed Income Tax return for the last 3 Assessment Years.

4.8 The agency should have PAN No (In case of Partnership / Pvt. Ltd. firm PAN No. of firm is required & in case of Proprietorship firm PAN No. of proprietor is to be enclosed).

4.9 The agency should have obtained registration certificate for service tax in bidder’s/firm name.

4.10 Agencies should have office/s in Ahmedabad / Gandhinagar. If not, then

selected agency should have to set up their office in Ahmedabad / Gandhinagar to regularly serve the account. (Proof in this regard, to be

submitted)

4.11 No legal proceedings with any of the clients and its employees related to the services of the bidding agency and or its affiliate. Agency should not be

blacklisted from any of the Govt. of Gujarat, Govt. of India or State



government PSUs. An affidavit to this effect should be provided by the agency on

appropriate stamp paper

4.12 Individuals who have done piecemeal/freelance/ job work are not eligible

for this tender

PROPOSAL SUBMISSION

5.1 Technical Proposal

5.2 The following documents along with cover letter (clearly mentioning the

acceptance of all clause of this document) required to be submitted and shall be placed in a sealed envelope clearly marked as “Technical Proposal

for Vehicle Hiring”:

5.2.1 Certificate of registered of firm / company

5.2.2 Certificate from Chartered Accountant stating the experience of

number of years of firm in transportation activities

5.2.1 Certificate from Chartered Accountant certifying the average annual turnover of the firm / company from transportation activities.

(Specimen provided under Technical Proposal Specimen FORMAT B).

5.2.2 Certificate from Chartered Accountant certifying that the project

handled by the agency in last 5 years. (Specimen provided under Technical Proposal Specimen FORMAT C).

5.2.3 Copy of IT assessment return for the last 3 years.

5.2.4 Copy of certificate from IATO/ TAAI/ ADTOI/ TAFI/ Ministry of Tourism, Govt of India

5.2.5 Proof of payment of Service Tax in last three financial years to be submitted.

5.2.6 List of vehicles with the details such as chases number, model, engine

cc, name of owner, year of manufacturing and other details. Copy of RC book for each vehicle should also be attached.

5.3 Financial Proposal

5.3.1 Agency is required to furnished the details as mentioned at ANNEXURE 1 and shall be placed in a sealed envelope clearly marked

as “Financial Proposal for vehicle hiring”.



5.4 Separate envelopes containing the tender fee & EMD and Technical

Proposal should be also prepared and be marked as “TECHNICAL

PROPOSAL.

5.5 Separate envelopes should be prepared for and the envelope should be clearly marked as FINANCIAL PROPOSAL.

5.6 The envelopes containing the “Technical Proposal” along with the envelope

containing tender fee and EMD and “Financial Proposal’ shall be placed into an outer envelope clearly marked “PROPOSAL FOR VEHICLE HIRING FOR VIBRANT GUJARAT GLOBAL SUMMIT 2017” and sealed.

5.7 This outer envelope shall bear the Name of the Assignment, submission address, etc. The Proposals must reach iNDEXTb on or before the last date

of submission mentioned in the notice inviting tender.

5.8 Any proposal received by iNDEXTb after the deadline for submission shall be returned unopened. iNDEXTb shall not be responsible for any postal or

courier delays.

5.9 All contents of the Proposal should be clearly numbered, indexed and

arranged in a sequence and shall be bound firmly.

5.10 The Original Proposal shall contain no interlineations or overwriting, except as necessary to correct errors made by the official of Agency themselves.

The person who signs the proposal must put initial against such corrections.

5.11 The proposals shall be signed and submitted by the Authorized Signatory

of the Agency. The authorization shall be attached in the Technical Proposal and shall be in the form of a written power of attorney/ board resolution or

in any other form demonstrating that the representative has been dully authorized to sign.



INSTRUCTION TO BIDDING AGENCIES

6.1 The selection would be on the Quality cum Cost Based Selection (QCBS) based on the final weighted score, subject to fulfilling the requirements of

the Qualification Criteria. The Proposal will form part of the contract with the selected agency.

6.2 A confirmation letter from the Agency for being able to provide the qualified

team should be attached

6.3 The Agencies shall bear all costs associated with the preparation and

submission of their proposals. iNDEXTb is not bound to accept any or all proposals, and reserves the right to annul the selection process at any time prior to award of contract, without any liability to iNDEXTb.

6.4 The Technical Proposal to be submitted by the agency should be firm and valid for a period of 120 days from the last date of submission of the

proposal.

6.5 Agencies may seek clarifications on the guiding document, if any, at the time of briefing meeting or before 10 calendar days from the due date of

submission of the Proposals. Any request for clarification must be sent in writing or by fax to iNDEXTb.

6.6 At any time before the submission of Proposals, iNDEXTb may amend this

document by issuing an addendum, which shall be binding on the agencies.

6.7 The agencies shall acknowledge the tender conditions and all subsequent

amendments and submit along with their proposals duly signed. Therefore, the tender document signed by the authorized signatory should be the part of the Technical Proposal



OPENING OF PROPOSAL

7.1 Industrial Extension Bureau (iNDEXTb) would open the proposals immediately after the Proposal Due Date and Time for the purpose of

verification of requisite fees and EMD; verification of documents for pre-qualification would be considered of only those agencies who have paid the requisite fees and EMD.

7.2 Subsequently for the pre-qualified agencies, a technical presentation would be arranged, where in the shortlisted agencies would be invited to make the

presentation on their concept on fleet management for the Summit to the Committee so constituted by the Government of Gujarat, by giving due notice by email to the authorized signatory to bid. Communication would

be made on the contact detail provided

7.3 Agency would have to bring in the requisite copies of the technical proposals

in hard copies and in the suitable format of ppt, movies, pdf, etc for presentation to the Committee members. The presentation would be retained by iNDEXTb for its records.

7.4 Soft copy of the presentation to the Committee may therefore be made available to the Committee well in advance, on the day of the presentation.



PROPOSAL EVALUATION

8.1 The evaluation of proposals shall be on the principle of Quality Cum Cost

Based Selection (QCBS) based on the final weighted score. The assignment shall be awarded to the bidder scoring the highest final weighted score as

decided by selection committee.

8.2 Technical Proposal Parameter

Sr. no.

Parameter Criteria for point allotment Maximum

weightage

1. Experience in the field related to Fleet Management

–Number of projects handled for vehicle management in last 5 years upto 31.03.2016

with minimum supply of vehicles of 150 nos.

2 marks for each project. Maximum marks 20

20

2. Number of vehicle owned by the owner.

Number of vehicle <30 = 0 marks

1 marks will be given on arithmetical progression for

an increase of 10 vehicles above 30 vehicles

Maximum marks - 30

30

3. Average Turnover of the

agency from transportation management.

Mark for average turnover of

last 3 years above Rs. 1 Crore up to 20 marks.

Average turnover < 1.50 Crore = 0 marks

1 marks for turnover of Rs. 1.50 Crore. 1 marks will be

given on arithmetic progression for an increase of

turnover of Rs. 50 lakhs above Rs. 1.50 Crore

20

4. Presentation on the understanding of projects, methodology and work plan

and deployment of resources

30



The Bidder will provide the

car makes and models in each category and also indicate overall average age

of car fleet with an allowance of variation of 2 months (average figure without any

car going below the cut-off value of 3 years age) and

software, online forms and database to be used and ease of booking. Booking,

retention and cancellation policy for vehicle booking

Total marks 100

8.3 Financial Proposal Parameter

8.3.1 Agency is required to furnished the details as mentioned under

Financial Proposal Specimen at ANNEXURE 1

8.4 The Technical Score obtained and the Financial Score obtained would be

multiplied (in percentage) with the weightage (in percentage) to arrive at Composite Evaluation Score for each bid. The respective weightage for the

Composite Technical Score and the Composite Financial Score are set out in the table below:

S.

No.

Description of Parameters for composite evaluation

score

1 (A) Composite Technical Score - 40%- Weightage

(minimum 20% should be scored for qualification)

2 (B) Composite Financial Score- 60%- Weightage

Technical bid parameter

Composite Technical Score (RTS) will be analysed and assigned to each bid as

below:

CS (Tech) = T / T(high) * 100

CS (tech) means Composite technical score obtained by bidder



T means technical score obtained by bidder

T(high) means highest technical score secured amongst the bidders

If the company scores less than 50 marks in the Technical Section, it

will not be considered for the Commercial Bid at all.

Financial Bid Parameters

CS(Fin.) = F(Low) / F *100

CS(Fin.) is the Composite Financial Score

F(Low) is the lowest financial bid

F is the Bid by the Bidder

Total Composite Score

CS (Tech) *0.4 + CS(Fin) *0.6

The one with the maximum relative score would be selected



OTHER TERMS & CONDITIONS

9.1 Instructions

9.1.1 The drivers should have valid driving license of respective category.

9.1.2 To ensure that the drivers are courteous and in uniform and able to

understand English and the local language.

9.1.3 To organize an orientation program for the drivers about their duties

and routes for the summit.

9.1.4 To ensure that drivers should know the local roads and important

locations in Ahmedabad and Gandhinagar.

9.2 Special Instructions

9.2.1 The selected agency shall have to set up a control room 24X7 at a

place designated by iNDEXTb for vehicle allocation, grievance

handling and any other issue related to transportation and it should

have the following arrangements

9.2.1.1 Will have necessary amenities such as computer, printer, internet, telephone, fax machine etc.

9.2.1.2 Will have to station 4 persons between morning 8 am to 10 pm and 2 persons between 10 pm to 8 am and further, it also have to make necessary logistics

arrangement for the officials deployed by iNDEXTb.

9.2.1.3 Will have to set up break down management system

9.2.1.4 Will have to set up 24X7 helpline number in control room

9.2.2 Information of number of vehicle and category of vehicle to be reserved

for iNDEXTb will be informed by iNDEXTb by 15th of December, 2016.

For VG 2015 Summit, about 250 vehicles were reserved for iNDEXTb.

9.2.3 Vehicles to be reserved for iNDEXTb shall not be older than 3 years as on 31st March, 2016.

9.2.4 For the purpose, Agency may procure the vehicle from various transport service provider and enter into contract with transport service provider with incorporation of clause of D -7 for releasing the

vehicle/s (here D means date of inauguration of summit i.e., 10th



January, 2017). However, Agency is required to consult iNDEXTb before releasing the vehicles.

9.2.5 Agency may tie up with its associate for procuring vehicles. However, agency is required to submit the letter of support alonwith the tender

to iNDEXTb.

9.2.6 The successful bidder will have to submit the MoU / Agreement with the associate along with the fulfillment of other conditions such as

deposit of Bank Guarantee for performance security etc immediately after the declaration of result then only the work order shall be awarded.

9.2.7 Failure to do so may result in termination of the contract / work order and the security deposit may be forfeited by the Bureau. The decision

of bureau will be final and no argument will be allowed.

9.2.8 INDEXTb will not be held responsible for any accident take place and damage the vehicle/s. In such case, the agency will be sole

responsible and he/she cannot claim from iNDEXTb for any damage occurred thereof.

9.3 Validity of the Proposal

The Proposal shall remain valid for 120 calendar days after the date of the opening of the Technical Proposal. Both the parties would endeavor to

complete the process of selection and enter into agreement before the validity period.

9.4 Extension of Validity of Proposal

In exceptional circumstances, prior to expiry of the original Proposal Validity Period, iNDEXTb may request the agency to extend the Proposal

Validity Period for a specified additional period.

9.5 Disqualification

The following events and circumstances may result in disqualification of the

applicant from the bidding process:

9.5.1 Submission of Proposal after the Proposal Due Date

9.5.2 If the Proposal contains misleading or false representation in the

forms, statements and attachments submitted in proof of the

eligibility requirements

9.5.3 If the Proposal contains conditions other than the conditions mentioned in this document or any additional condition put in by the

agency to the iNDEXTb.



9.5.4 If the Proposal submitted with incomplete information such proposal

will be considered non responsive.

9.5.5 If the Proposal submitted is not accompanied by the required documentation will be considered non responsive.

9.5.6 Agency is unable/fails to provide clarifications related to its Proposal.

9.5.7 Consultants who attempt to influence the qualification or selection process shall be disqualified from the process at any stage

9.5.8 iNDEXTb reserves the right to reject or disqualify the proposal, if any detrimental information becomes known after the Consultant has been qualified.

9.5.9 iNDEXTb reserves the right to reject the Applicant, at the time, or at any time after such information becomes known.

9.5.10 In case of such disqualification under any circumstances, the decision taken by iNDEXTb shall be considered as final and binding.

9.6 The selected agency is required to provide bank guarantee from nationalized

bank 25% of the cost of estimated work awarded in the beginning of the date of contract. (Estimated cost of work shall have to furnish by the agency)

9.7 Payment Condition

9.7.1 iNDEXTb will not make any advance payment to the selected agency towards making the arrangements of transportation for Vibrant

Gujarat 2017 Summit.

9.7.2 The payment will be made by iNDEXTb for the vehicles booked by iNDEXTb. The selected agency will be required to submit invoice and

the original copy of duty slip duly providing the name, mobile no. and signature of the user and driver is mandatory.

9.7.3 Specimen of Duty slip provided under ANNEXURE will only be valid. No other format of agency will be considered for final payment.

9.7.4 The payment towards making transportation arrangements will be

made by iNDEXTb only if it instructed in writing by iNDEXTb only.

9.7.5 iNDEXTb shall not be liable to make any payment to selected agency

for any arrangements made without the consultation and approval of

iNDEXTb.

9.7.6 iNDEXTb is free to appoint any agency to act as a mobility partner for

the vehicles and other logistics arrangements to facilitate the visitors

without any financial commitment.



9.7.7 If the selected agency does not confirm the bookings in a reasonable

time limit or if the agency does not have the required vehicle, than

iNDEXTb has the right to offer and hire the said vehicle from the open

market and the selected agency will have to bear the excess rate paid

by iNDEXTb for the same.

9.8 Force Majeure

Neither party will be liable in respect of failure to fulfill its obligations, if the said failure is entirely due to Acts of God, Governmental restrictions or instructions, natural calamities or catastrophe, epidemics or disturbances

in the country. Force Majeure shall not include (i) any event which is caused by the negligence or intentional action of a Party or by or of such Party’s

agents or employees, nor (ii) any event which a diligent Party could reasonably have been expected both to take into account at the time of being assigned the work, and avoid or overcome with utmost persistent effort in

the carrying out of its obligations hereunder.

A Party affected by an event of Force Majeure shall immediately notify the

other Party of such event, providing sufficient and satisfactory evidence of the nature and cause of such event, and shall similarly give written notice of the restoration of normal conditions as soon as possible.

FORMAT AND SIGNING OF PROPOSAL

10.1 The proposal should be short, concise & include all points indicated in the

Document.

10.2 The Proposal shall be typed or written in indelible ink and should be in

English. Proposal in other language would not be accepted. The pages and volumes of each part of the Proposal shall be clearly numbered. The Proposal shall contain all the information required herein and references of

previous submissions shall not be considered.

****



Technical Proposal Specimen



FORMAT - A

(To be Signed and submitted by contractors on their letter heads)

Declaration regarding Acceptance of Terms & Conditions contained in the Tender

Document

To

Managing Director

INDEXTb

A Government of Gujarat organization

Block no. 18/2, Udhyog Bhavan

Gandhinagar

Sir,

I have carefully gone through the Terms & Conditions contained in the Tender

Document for the Selection of Destination Partner for Vibrant Gujarat Global

Summit 2017 to be held on 10 – 13 January, 2017 at Mahatma Mandir,

Gandhinagar, Gujarat. I declare that all the provisions of this Tender Document

contained in the RFP are acceptable to my Company.

I further certify that I am an authorised signatory of my company and am,

therefore, competent to make this declaration.

Yours Truly,

Name: _______________________

Designation: _______________________

Company: _____________________

Address: ____________________



FORMAT - B

Certificate from Chartered Accountant certifying the average annual turnover of

last three years.

Year Turnover (in Rs.)

2013 - 14

2014 – 15

2015 - 16

Average annual turnover in Rs. (2013 – 14, 2014 – 15 & 2015 – 16)

I hereby certify that the average turnover of the <Name of the Company>,

<Registered office address> for last three years (2013 – 14, 2014 – 15 and 2015

– 16) is Rs. <Amount> were from the activities of transportation only.

Name of the Auditor: _______________________

Name of the Firm: _______________________

Address: _______________________

Signature of Authorised: _______________________

Signatory seal of Audit Firm; _______________________



FORMAT – C

Certificate from Chartered Accountant certifying the work carried out by the

agency in last 5 years.

Name of the Project

Name of the client

Address, Contact details

(address, phone no. and email ID

of the client

No. of vehicles supplied

Duration of the project (Commencement

date and completion date should also be

mentioned)

I hereby certify that above information about the project undertaken and the

copies of work orders enclosed with this document provided by <Name of the

agency> <Registered Address> is verified and found true to my knowledge.

Name of the Auditor: _______________________

Name of the Firm: _______________________

Address: _______________________

Signature of Authorised: _______________________

Signatory seal of Audit Firm; _______________________



Financial Proposal Specimen



ANNEXURE - I

Statement (A): Vehicle requirement on monthly basis

Col.

no.

Type of vehicle

(A)

Monthly rental

(3000 km per month) (including

taxes) (B)

Rate per km after

3000 km (including

taxes

( C)

Taxes (e.g. service tax,

sales tax) Included in total coast

Type of

and % of tax

Amount of Tax

1. Indigo

2. Innova

3. Total price bid of row (B)

4.

Service charge (please

mention percentage (%) on total price bid)

5. Total bid price after service charge = (Col. no. 3 + Col. no. 3 X Col no. 4 /100 )

Note:

All the bidders who scored more than 50 marks in the technical bid will be

evaluated separately for the vehicle requirement as per statement (A),

Work order for providing vehicles on monthly basis will be awarded separately.



Statement (B): Vehicle requirement on daily basis

Col.

no.

Type of

vehicles (All AC

vehicles)

Tentative

no. of vehicles

Rate

(12 hr/100

km)

Rate

for Extra

hr

Rate

for Extra

km

Total bid price

per item (including

taxes)

Taxes (e.g. service

tax, sales tax) Included in total

coast

(A) (B) (C) (D) (F)=(A)*(B+C+D) Type of

and % of tax

Amount

of Tax

1. Innova 250

2. Honda

city

50

3. Corrolla 20

4. Camry 20

5. Toyota Fortuner

20

6. Mercedes Benz C Class

25

7. AUDI A3 Sedan

20

8. Land Rover

10

9. BMW 3 series

sedan

20

10. Tempo

Traveller

10

11. Mini coach 19

seater

15

12. Coach 29

seater

25

13. Volvo 49

Seater

3

14. Total price for vehicle of row (F)

15. Service charge (please mention percentage (%)

on the total price bid i.c., Col. no. 14)

16. Total bid price after service charge = (Col. no.

14 + Col. no. 14 X Col no. 15 /100 )



Statement (C): Vehicle requirement on daily basis

Col no.

Type of vehicles

No. of vehicles

Rate (24 hrs /300 kms)

Total bid price per item

Taxes (e.g. service tax, sales tax)

Included in total coast

(A) (B) (C ) = (A)*(B)

Type of and % of tax

Amount of Tax

1. Innova 10

2. Total price for vehicle of row (C)

3. Service charge (please mention percentage on the total price bid i.e., Col. no. 2)

4. Total bid price after service charge = (Col. no. 2 + Col. no. 2 X Col no. 3 /100 )

Note:

The above detail is purely estimation and not the actual requirement, but the

actual requirement may be around the estimation.

The financial bid will be evaluated on the basis of the addition of Col. No 16 in

the row (F) of Statement (B) and Col no. 4 in the row (C) of Statement (C).

A separate work order will be provided to the successful bidder for providing

vehicles on daily basis as per statement (B) & statement (C)

Terms and Conditions

The driver allowance at Rs.150/- per day per vehicle will be payable as per

prevailing norms. This allowance will not be applicable for airport or

railway station drop.

Toll and Parking will be paid on actual basis.

The kilometer and time will be calculated from point of pick up to the point

of drop

Duty slips have to be submitted with the signature and mobile of the user

50 percentage deduction in case vehicle is not reached in time. The other

Vehicle if arranged in such a situation, the entire cost will have to be borne

by the agency.

25 percentage deduction of the duty amount for driver’s misbehavior, dirty

vehicle



The driver deployed should hold valid Licence, be in custody of all

document viz. RC, Pollution check etc. and be fully conversant with the

routes of Event site and Nagpur and areas around and should be well

behaved

A daily record indicating time and mileage for each vehicle shall be

maintained in a Log Book. No payment shall be made without

submission/verification of Log Book.



ANNEXURE



Format of Duty slip

PART – A

The following vehicle was provided to:

Name of liaison Officer: ____________________________________________________

Designation:__________________________Department:_________________________ _ Contact no.: ______________________ Email id: ______________________________

For the period: From: / /201 to: / /201

Reported at (Location):______________________________________________________________

appointed for

Name of Guest ______________________________________________________________

Designation:________________________Organisation:_________________________ Contact no.: __________________Country/State: _____________________________

Status of Guest: State guest Diplomat Delegate Speaker

Govt.Officer Other If other ( Specific:_______________)

If Speaker, please indicate the following details:

Name of event: __________________________ Venue:_______________________ Date: / /201

Accommodation arrangement: _____________________________________________

On the request of: (Name of Department): ___________________________________

Vehicle no.:_______________________________________________________________ Type of vehicle: _________________________________________________________

Driver name:_____________________Driving License no.______________________

Driver mobile no. _________________Driver Signature:___________________

Code: SG/01



Date Source (Hotel/Airport)

Destination Starting kms

Ending Kms

Starting time

Ending time

Signature

_____________________________________

(Signature of guest)

_____________________________________ (Signature of liaison officer)

Date: / /201 Place:

PART – B I hereby certify that the vehicle allotted to me remain unutilized and therefore, I

release the vehicle from date _________________ time ________________.

_____________________________________ (Signature of liaison officer)

Date: / /201

Place:

Instructions

1) All the fields under PART – A are mandatory

2) Signature of Guest, Liaison officer and driver is mandatory. 3) The invoice raised for the vehicle issued is required to be submitted

alongwith the Duty and following documents:

o Photocopy of RC Book o Photocopy of PUC

o Photocopy of Driver’s driving license 4) In case if vehicle remains unutilized then liaison officer is required to

certified under PART – B In case and the liaison officer required to

communicate with agency and iNDEXTb office and release the vehicle and same must be communicate through email.

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