2018 - 07 - 11 Nit HP Lsa

GOVT.
OF INDIA
MINISTRY OF COMMUNICATIONS
DEPARTMENT OF TELECOMMUNICATIONS
O/o Sr. Deputy Director General

Telecom Enforcement, Resource & Monitoring Cell
Himachal Pradesh License Service Area
2 Floor, TE Building, Boundary Estate, Chhota Shimla – 171002
nd
Ph: 0177-2629700, Fax: 0177-2622599, email: [email protected]
E-TENDER DOCUMENT
FOR
Hiring of Commercial Vehicles
for
O/o THE Sr. DEPUTY DIRECTOR GENERAL

TELECOM ENFORCEMENT, RESOURCE & MONITORING CELL
HIMACHAL PRADESH LICENSE SERVICE AREA, SHIMLA
Tender No. : 135/HP LSA/E-Tender-Vehicle/2018-2019/1
Not transferable
(Visit us at www.eprocure.gov.in)
Price of Bid Document: Rs. 575/- only
[135/HP LSA/E-Tender-Vehicle/2018-2019/1] Page 1

Table of Contents
Section Title Page No.

1. Notice Invitation Tender 3-6
II. Instructions to Online Bidders 7-10
III. General Terms and Conditions 11-19
IV. Tender Specific Terms and Conditions 20-25
V. Proforma for Technical Bid 26-27
VI. Proforma for Financial Bid 28-30
VII. Evaluation Formula 31-32
Annexure
I Bid Form 33
II Letter of authorization to attend bid 34
opening
III Declaration for Non-Tampering of 35
Downloaded Tender Document from
website
IV Format of the certificate of no relative 36
clause
V Format for Agreement 37-40
VI Format for Performance Security Guarantee 41-42
Bond
VIII Checklist 43

GOVERNMENT OF INDIA
DEPARTMENT OF TELECOMMUNICATIONS
O/o THE Sr. DEPUTY DIRECTOR GENERAL
TELECOM ENFORCEMENT, RESOURCE & MONITORING CELL
HIMACHAL PRADESH LICENSE SERVICE AREA, SHIMLA
2nd Floor, TE Building, Boundary Estate, Chhota Shimla – 171002
No. : 135/HP LSA/E-Tender-Vehicle/2018-2019/1 Dated : 02.07.2018
Notice Inviting E-tender
e-tenders on behalf of the President of India, are invited by O/o Sr. DDG
TERM HP LSA, Shimla in Two bid system i.e. Qualifying/Technical bid and
Financial bid for hiring of registered commercial vehicles on monthly basis not
older than May, 2016 model.
Schedule of Tender
S No. Activity Schedule
Description
1 Tender No 135/HP LSA/E-Tender-Vehicle/2018-2019/1
Dated 02.07.2018
2 Start date of 05.07.2018. The tender document is available
submission of bid only in the E Procurement portal
online https://eprocure.gov.in/eprocure/app which
may be downloaded by using bidder login
credentials.
3 Time and last date of 07.08.2018 at 15:00 hrs.

submitting bid
online
4 Time and Date of 08.08.2018 at 15:30 hrs.
Opening of
qualifying Bid
5 Validity of tender 90 days from the date of opening
offer
6 Estimated cost of Rs. 19,11,900/-
tender
7 Amount of EMD to Rs. 47,798/-
be deposited
8 Cost of Bid Rs 575/-
Document
9 Likely date for 01.09.2018
commencement of
contract

The contract will be initially for a period of one year. However, the contract may
be extended subsequently, on mutual consent, and on same terms and
conditions for a period of not more than six months at a time (upto a maximum
of one year) on review of performance, depending upon the requirements and
administrative conveniences of the office.
The requirement of vehicles shall be as under:-
S.No. Description Model Quantity

1. Vehicles on monthly Compact Sedan/Compact 3
basis SUV (Swift Desire-Maruti,
Tata Indigo, Tata Zest,
Xcent-Hyundai, Amaze-
Honda, Chevrolet-Sail, Etios
Toyota, Ecosport-Ford) or
equivalent
2. Vehicles on call basis Compact Sedan/Compact 1
SUV (Swift Desire-Maruti,
Tata Indigo, Tata Zest,
Xcent-Hyundai, Amaze-
Honda, Chevrolet-Sail, Etios
Toyota, Ecosport-Ford) or
equivalent
3. Vehicles on call basis * Scorpio/Innova or 1
equivalent
* Rates for cars at S No. 3 for tribal and non-tribal areas may be quoted
separately as per schedule.
i. The tender documents can be downloaded from the website of

http://eprocure.gov.in from 12.07.2018 to 07.08.2018 (upto 1.00 PM).
ii. The intending and eligible bidders may submit the tenders online at
http://eprocure.gov.in in two bids systems {i.e. (i) Technical Bid and (ii)
Financial Bid} in the prescribed proforma. Tenders are to be submitted
online only using the e-procurement portal http://eprocure.gov.in
iii. The Bidders who have not enrolled/registered in e-procurement portal should
enroll/register before participating through the website
https://eprocure.gov.in. The portal enrolment is free of cost.
iv. Interested bidders may submit their quotation online on

https://eprocure.gov.in as per the tender document in the
websiteshttp://eprocure.gov.in/eprocure/app. Bidders are requested to follow
the instructions carefully as per the tender document and the instructions

given in the above said website. All the documents in support of eligibility
criteria etc. are also to be scanned and uploaded alongwith the Tender
Documents. Tender sent by any other mode will not be accepted. No tender
documents will be accepted after the expiry of stipulated date and time for the
purpose under any circumstances what so ever.Any corrigendum/addendum
regarding this tender will be available on the above said website only.
v. Demand Draft for an amount of Rs. 575/- (Rupees: Five Hundred and
Seventy Five only/-) (non-refundable) from Nationalized/scheduled bank
drawn in favor of C.A.O, O/o C.C.A. HP Telecom Circle Shimla (H.P.),
payable at Shimla, has to be submitted before opening of bids to this office
(Scanned copy of DD to be uploaded online) towards tender document fee,
failing which the bid will be rejected. Bidders are requested to write their
name and full address at the back of the Demand Draft.
vi. The applicant has to deposit Earnest Money (EMD) of Rs. 47,798/- (Forty
Seven Thousand seven Hundred and Ninety Eight only/-) in the form of a
Demand Draft from Scheduled / Nationalized Bank drawn in favor of C.A.O,
O/o C.C.A. HP Telecom Circle Shimla (H.P.), payable at Shimla and it has
to be submitted before opening of bids to this office (Scanned copy of DD to be
uploaded online) towards EMD failing which the bid will be rejected. Bidders
are requested to write their name and full address at the back of Demand
Draft.
vii. The aforesaid DDs towards cost for Tender document and EMD should be
submitted to the tender inviting authority i.e., Sr. DDG, TERM HP LSA,
Shimla by post in advance or submitted at the time of opening of bids.
viii. The duly filled-in tender documents shall not be accepted if they are not
accompanied by the scanned copy of the demand draft/Pay order towards the
Tender fee and the requisite bid security (EMD).
ix. The Technical Bids will be opened online on 08.08.2018 at 15:30 hrs by a
Tender Opening Committee of this Office. At the first stage the technical bids
shall be evaluated by the Tender Evaluation committee (TEC) constituted for
the purpose by the office. At the second stage, the Financial Bids of only those
bidders who qualify in the technical bid will be opened for which the date and
time will be intimated later on. The Tender Evaluation Committee (TEC), after
evaluation of the Financial Bids, will give its specific recommendation(s)
regarding the lowest responsive bid, which is to be selected along with a
comparative statement duly signed by the Members of the TEC.

x. This Office reserves the right to amend or withdraw any of the terms and
conditions contained in the Tender Document or to reject any or all tenders
without giving any notice or assigning any reason. The decision of the Sr.
DDG TERM, HP LSA, Shimla in this regard shall be final and binding on all.
xi. The Bidder is expected to examine all instructions, forms, specifications,

terms and conditions in the Bid Documents. Failure to furnish all information
and documents required as per the Bid Documents or submission of bids not
substantially responsive to the Bid Documents in every respect will be at the
Bidder's risk and shall result in rejection of the bid
-Sd-
Sr. DDG, DoT, TERM
HP LSA, Shimla - 171002
0177-2629700 (Ph.)
0177-2622599 (Fax)

SECTION - II
INSTRUCTIONS FOR ONLINE BIDDERS
Instructions to the Bidders to submit the bids online through the Central Public
Procurement Portal for e-Procurement are at
https://eprocure.gov.in/eprocure/app: The bidders must carefully follow the
instructions:
1 Possession of valid Digital Signature Certificate (DSC) and

enrolment/registration of the contractors/bidders on the e-procurement/e-
tender portal is a prerequisite for e-tendering.
2 Bidder should do the enrolment in the e-Procurement site using the “Click
here to Enroll” option available on the home page. Portal enrolment is
generally free of charge. During enrolment/registration, the bidders should
provide the correct/true information including valid e-mail-id. All the
correspondence shall be made directly with the contractors/bidders
through e-mail-id provided.
3 Bidder need to login to the site through their user ID/ password chosen
during enrolment/registration.
4 Then the Digital Signature Certificate (Class II or Class III Certificates with
signing key usage) issued by NIC/SIFY/TCS/nCode/eMudra or any
Certifying Authority recognized by CCA India on e-Token / Smart Card,
should be registered.
5 The DSC that is registered with the portal only should be used by the
bidder and should ensure safety of the same.
6 Contractor / Bidder may go through the tenders published on the site and
download the required tender documents/ Annexures for the tenders
he/she is interested.
7 After downloading /getting the tender document/ Annexures/ Appendices,

the Bidder should go through them carefully and then submit the
documents as asked, otherwise bid will be rejected.
8 If there are any clarifications, this may be obtained online through the
tender site, or through the contact details. Bidder should take into account

the corrigendum / Addendum published, if any, before submitting the bids
online.
9 Bidder then logs in to the site through the secured log in by giving the user
id/password chosen during enrolment/registration and then by giving the
password of the e-Token/Smart Card to access DSC.
10 Bidder selects the tender which he/she is interested in by using the search
option & then moves it to the „my tenders‟ folder.
11 From my tender folder, he/she selects the tender to view all the details
indicated.
12 It is construed that the bidder has read and agreed all the terms and
conditions before submitting their offer. Bidder should go through the
tender Annexure and appendices carefully and upload the documents as
called for; otherwise, the bid will be rejected.
13 Bidder, in advance, should get ready the bid documents to be submitted as

indicated in the tender document/Annexure and generally, they can be in
PDF/xls/rar/zip/dwf formats. If there is more than one document, they
can be clubbed together and can be provided in the requested format. Each
document to be uploaded, through online for the tenders, should be less
than 2 MB. If any document is more than 2MB, it can be reduced through
zip/rar and the same can be uploaded, if permitted. Bidder‟s Bid
documents may be scanned with 100 dpi with black and white option.
However if the file size is less than 1 MB the transaction uploading time
will be very fast.
14 Bidder should take into account the corrigendum / Addendum published

from time to time before submitting the online bids.
15 The Bidders can update, well in advance, the documents such as

certificates, annual report details etc., under My Space option and these
can be selected as per tender requirements and then send along with bid
documents during bid submission. This will facilitate the bid submission
process faster by reducing upload time of bids.
16 Bidder should submit the Tender Fee/ EMD as specified in the tender. The
original should be posted/couriered/given in person to the Tender Inviting
Authority, within the bid submission due date & time for the tender.
Scanned copy of the same should be uploaded as part of the offer.

17 While submitting the bids online, the bidder reads the terms & conditions
and accepts the same to proceed further to submit the bid packets.
18 The bidder has to select the payment option as offline to pay the Tender
FEE/EMD as applicable and enter details of the instruments.
19 The details of the DD physically sent, should tally with the details available
in the scanned copy and the data entered during bid submission time.
Otherwise submitted bid will not be acceptable.
20 The bidder has to digitally sign and upload the required bid documents one
by one as indicated. Bidders to note that the very act of using DSC for
downloading the bids and uploading their offers shall be deemed to be a
confirmation that they have read all sections and pages of the bid
document including General conditions of contract without any exception
and have understood the entire document and are clear about the
requirements of the tender requirements.
21 The bidder has to upload the relevant files required as indicated in the
covered content. In case of any irrelevant files, the bid will be rejected.
22 If the price bid format is provided in a spread sheet file like BoQ_xxxx.xls,
the rates offered should be entered in the allotted space only and uploaded
after filling the relevant columns. The Price Bid/ BOQ template must not
be modified /replaced by the bidder; else the bid submitted is liable to be
rejected for this tender.
23 The bidders are requested to submit the bids through online e-tendering
system to the Tender Inviting Authority (TIA) well before the bid submission
end date & time (as per Server System Clock). The TIA will not be held
responsible for any sort of delay or the difficulties faced during the
submission of bids online by the bidders at the eleventh hour.
24 After the bid submission (i.e. after Clicking “Freeze Bid Submission” in the
portal), the acknowledgement number, given by the system should be
printed by the bidder and kept as a record of evidence for online
submission of bid for the particular tender and will also act as an entry
pass to participate in the bid opening date.
25 The time settings fixed in the server side & displayed at the top of the
tender site, will be valid for all actions of requesting, bid submission, bid
opening etc., in the E tender system. The bidders should follow this time
during bid submission.

26 All the data entered by the bidders would be encrypted using PKI
encryption techniques to ensure the secrecy of the data. The data entered
will not viewable by unauthorized persons during bid submission & not be
viewable by any one until the time of bid opening.
27 Any bid document that is uploaded to the server is subjected to symmetric

encryption using a system generated symmetric key. Further this key is
subjected to asymmetric encryption using buyers/bid openers public keys.
Overall, the uploaded tender documents become readable only after the
tender opening by the authorized bid openers.
28 The confidentiality of the bids is maintained since the secured Socket Layer
128 bit encryption technology is used. Data storage encryption of sensitive
fields is done.
29 The bidder should logout of the tendering system using the normal logout
option available at the top right hand corner and not by selecting the (X)
exit option in the browser.
30 Filling all the fields in both qualifying and financial bids is mandatory.
Incomplete bid will summarily be rejected at the discretion of the
Department.
31 All the communications from this office to the bidders regarding every stage
of tender processing activity will be sent through email registered in CPP by
the bidder. Therefore the bidders are requested to regularly check their
email.
32 For any queries regarding e-tendering process, the bidders are requested to
contact as provided in the tender document. Simultaneously for any
further queries, the bidders are asked to contact over phone: 1800-3070-
2232 or send an email to –[email protected].

SECTION - III
GENERAL TERMS AND CONDITIONS
1. Parties: - The parties to the Contract are the Contractor (the tenderer to
whom the work is awarded) and the Government of India through the Sr.DDG
TERM HP LSA, DoT, SHIMLA (H.P.) for and on behalf of the President of India.
2. Addresses: - For all purposes of the contract including arbitration there

under, the address of the Contractor mentioned in the tender shall be final
unless the Contractor notifies a change of address by a separate letter sent by
registered post to the TERM HP LSA, DoT, SHIMLA, HP. The contractor shall
be solely responsible for the consequences of any omission or error to notify
change of address in the aforesaid manner.
3. Earnest Money Deposit (EMD):
a) Earnest Money of Rs. 47,798/- (Forty Seven Thousand seven Hundred

and Ninety Eight only/-) shall be paid by Demand draft, drawn on any
Nationalized or Scheduled Bank in favour of CAO (Cash), O/o CCA HP
Shimla-171009, payable at Shimla as mentioned in the notice inviting e-
tender. Earnest Money in cash or in the form of cheque or in any other
form will not be accepted.
b) The Earnest Money of the tenderer will be refunded without interest within
reasonable time after final decision of the tender, normally within six
months from the date of opening of tenders.
c) Request for transfer of any previous deposits such as previous earnest

money or security deposit or payment of any pending bill for transfer
towards earnest money shall not be entertained.
d) Tenderer shall not be permitted to withdraw his offer or modify the terms
and conditions thereof. In case the tenderer fails to observe and comply
with the stipulations made herein or backs out after quoting the rates
the aforesaid amount of earnest money will be forfeited.
e) The tenders without Earnest Money Deposit will be summarily rejected.
f) No claim shall lie against the Government/ Department in respect of

erosion in the value or interest on the amount of earnest money
deposit or security deposit.
4. Period of validity of Bid: Bid shall be valid for 90 days after the date of
opening of bids.

5. Period of Contract/Duration : The contract will be initially for a period of
one year. However, the contract may be extended subsequently, on mutual
consent, and on same terms and conditions for a period of not more than six
months at a time (upto a maximum of one year) on review of performance,
depending upon the requirements and administrative conveniences of the
office
6. Preparation and Submission of Tender :
The tenders have been invited under two bid systems i.e. Qualifying Bid
and Financial Bid.
The necessary documents should be uploaded in the

https://eprocure.gov.in/ portal as per the guidelines mentioned in the
portal.
Below are the documents to be up loaded by bidder at the time of

submitting bid online.
Cover-1: Qualifying bid (The list of the documents to be uploaded)
i. Bid Form (As in Annexure I) and Declarations/Letters as in Annexure-II

to V;
ii. Self-Attested copy of Registration of firm/company.
iii. Self-Attested copy of Experience certificate issued by Central/State
Government/Public Sector companies for one year or more during the
last five years (if applicable).
iv. Self-Attested copy of PAN card of firm/company/individual.
v. Self-Attested Copy of the IT return filed for the last financial year.
vi. Self-Attested Copy of Goods Service Tax (GST) registration certificate.
vii. Self-Attested copy of document showing current insurance of the vehicle
viii. Self-Attested Copy of Registration Certificate of vehicle
ix. Copy of DD of EMD as stipulated vide clause 3 of section-III above.
x. Copy of DD for the cost of bid document.
All the documents mentioned above are for establishing the eligibility and
non-submission of these documents will result in rejection of the tender.
Original of all such documents shall be liable to be produced for verification,
failing which such documents shall be rejected.

Cover-2 : Financial bid
The quotation should be filled in the financial bid document downloaded from
CPP portal (BOQ.xls sheet) and the same should be to be uploaded.
7. Signing of Tender :
Individual signing the tender or other documents connected with contract must
specify whether he signs as
a. A “sole proprietor‟” of the concern or constituted attorney of such sole

proprietor.
b. A partner of the firm, if it be a partnership firm, in which case he must
have authority to execute contracts on behalf of the firm and to
refer to arbitration disputes concerning the business of the
partnership either by virtue of the partnership agreement or by a
power of attorney duly executed by the partners of the firm.
c. Director or a principal officer duly authorized by the Board of Directors of
the Company, if it is a Company.
Note :
(1) In case of partnership firms, a copy of the partnership agreement, or

general power of attorney duly attested by a Notary Public, should be
furnished on stamped paper duly sworn or affirmed by all the partners
admitting execution of the partnership agreement or the general power of
attorney.
(2) In the case of partnership firms, where no authority to refer disputes

concerning the business of partnership firm has been conferred on any parties,
the tender and all other related documents must be signed by all partners of the
firm.
(3) A person signing the tender form or any documents forming part of the
tender on behalf of another person should have an authority to bid on behalf of
such other person and if, on enquiry it appears that the persons so signing
had no authority to do so, the Sr. DDG (TERM) HP LSA, SHIMLA may,
without prejudice cancel the contract and hold the signatory liable for all
costs, consequences and damages under the civil and criminal remedies
available.

(4) All the pages of tender should be serial numbered, signed by the bidder and
affix his firm‟s stamp at each page of the tender document and all its
Annexures as the acceptance of the offer made by the tenderer will be deemed
as a contract . NO PAGE SHOULD BE REMOVED/ DETACHED FROM THIS
NOTICE INVITING TENDER.
8. Technical/Qualifying Bid :
a) The Technical bid should be submitted online in cover-1 mentioned

above.
b) All documents asked must be uploaded as part of Technical/Qualifying
bid.
9. Financial Bid :
a) The Financial Bid should be submitted online in cover-2 mentioned

above. The Financial Bids of those bidders who are found qualified, will
be opened on a specified date and time to be intimated to the respective
bidder by e-mail registered by them in CPP. A duly constituted Tender
Evaluation Committee (TEC) will evaluate the Financial Bids.
b) The rates quoted shall be firm and final for the entire period of contract.
c) Terms of payment as stated in the Tender Document shall be final.
d) At the time of payment of bills, the income tax and other taxes, if any,
shall be deducted at source as per Government rules and guidelines as
may be prevailing at the time of payment.
10. Opening of Tender :
The bidder is at liberty either to be present himself or authorize not

more than one representative to be present at the opening of the tender. The
representative attending the opening of the tender on behalf of the bidder
should bring with him a letter of authority from the bidder as per the format
at Annexure-III and proof of identification. Also, the tender shall be opened at
O/o DDG (TERM), Shimla (HP)-171002.
11. Criteria for Evaluation of Tenders:
The evaluation of the tenders will be made first on the basis of technical
information furnished in form given in Cover-1 and then on the basis of
Financial information furnished in form given in Cover-II. The Financial bid of
such firms found short listed based on technical parameters (as per Cover-I)
will be opened on the date, time and venue to be announced after evaluation
of the Technical Bid. It must be kept in view that no decision will be given by

the Tender Evaluation Committee or any inference drawn during the meeting
of this Committee by the tenderers or their representatives will be their own
view and the Department will not be responsible and abide by the same. The
reasons for selection or rejection of a particular tender will not be disclosed.
The award of work will be further subject to terms and conditions of tender.
a) Bid shall be evaluated to determine whether it is complete, whether

documents have been properly signed and are generally in order.
b) TOC/TEC will determine the substantial responsiveness of each bid to
the bid document. A substantially responsive bid is one, which
conforms to all the terms and conditions of bid documents without
material deviation. A bid determined as substantially non-responsive
may be rejected.
c) TOC/TEC shall evaluate and compare the substantially responsive bids
and comparison of bids shall be on the rate quoted (inclusive all levies
and taxes) as indicated in the rate schedule of the bid document.
d) Financial Bids shall be evaluated based on the evaluation formula
described at Section-VII.
The successful bidder is required to submit tender document, duly signed

on all pages for having read, understood and accepted all the terms &
conditions associated with the bid and the resultant contractual
obligations.
12. Right of Acceptance :
a) The Sr. DDG (TERM), HP LSA SHIMLA reserves all rights to reject any
tender including of those tenderers who fail to comply with the
instructions without assigning any reason whatsoever and does not
bind itself to accept the lowest or any specific tender. The decision
of the Sr. DDG (TERM), HP LSA, SHIMLA in this regard is final and
binding.
b) Any failure on the part of the tenderer to observe the prescribed

procedure and any attempt to canvass for the work will prejudice the
tenderer‟s quotation.
13. Communication of Acceptance :
Successful Bidder will be informed of the acceptance of his tender through

email by CPP (Central Procurement Portal).

14. Security Deposit :
a) The successful tenderer will have to deposit a performance security

(security deposit) for an amount of 10% (Ten percent) of the value of the
contract in the form of a Bank Guarantee for the validity period of 15
months. The Security Deposit will not be adjusted against any payment
due to the firm from the Department or the Central Government.
b) The Security Deposit can be forfeited, wholly or partly, by order of

the competent authority in the event of any breach or negligence or
non–observance of any condition of contract or for unsatisfactory
performance or for non–acceptance of the work order. On expiry of
the contract, such portion of the said security deposit as may be
considered by the Department of Telecom sufficient to cover any
incorrect or excess payments made on the bills to the firm, shall
be retained until the final audit report on the account of firm‟s bill
has been received and examined.
c) A letter of intent will be issued to the successful bidder/bidders.

Successful bidder shall have to submit a performance security bond
within 14 (fourteen) days from the issue of the letter of intent, from
scheduled bank as per the format given in Annexure-II.
d) The final work order will be issued only after the production of the
performance security bond and EMD of successful bidder shall be
refunded within a week of the receipt of the performance security bond.
15. Penalties :
a) Vehicles should be made available on call any day in the week at any
hour. In case of failure to supply the vehicle, a penalty of Rs.1000/= will
be imposed on each occasion, in addition to the pro-rata deduction of
rental in the monthly bill.
b) The vehicle should report at the specified reporting time. In case of

delay in reporting, acceptance of the vehicle will be at the discretion of
the controlling officer subject to following conditions :
i. If vehicle is accepted after delayed reporting, a penalty of Rs.300/=

will be imposed for that day.
ii. If the vehicle is not accepted, a penalty as per clause (a) above will be
imposed.

iii. In case of breakdown, if the vehicle is not replaced within one & half
hour, penalty of Rs.200/= per occasion will be imposed, in addition
to the pro-rata deduction of rental in the monthly bill.
iv. Department reserves the right to call the vehicles before stipulated
duty hour and beyond duty hour. Vehicles should be made available
on call basis beyond the office hours in the week days as well as
holidays, failing which the penalty of Rs. 500/= will be imposed on
each occasion.
16. Subletting of Work:
The firm shall not assign or sublet the work or any part of it to any other
person or party without having first obtained permission in writing from
the competent authority, which the authority will be at liberty to refuse if he
thinks fit.
17. Terms of payment :
a) No payment shall be made in advance nor any loan from any

bank or financial institution shall be recommended on the basis of the
order of award of work.
b) The contractor shall submit the monthly bill in the first week of
following month in respect of previous month (in case of monthly
payments) for sanction of the amount of bill and passing the bill
for payment.
c) All payments shall be made by RTGS/NEFT using PFMS.
d) The competent authority shall be at liberty to withhold any of the
payments in full or in part subject to recovery of penalties
mentioned in this tender.
e) The term “payment” mentioned in this para includes all types of
payment due to the contractor arising on account of this contract
excluding Earnest Money and Security Deposit governed by the
separate clauses of the contract.
f) Wherever applicable all payments will be made as per rate schedule of
payments stated in Section-VI of the submitted Commercial bid of the
successful bidder.
18. Termination of Contract:
Competent authority, without prejudice to any other remedy, for breach of

contract, may terminate the contract in whole or in parts.

a) If the contractor fails to arrange the supply of any or all of the vehicles
within the period(s) specified in the contract or any extension thereof
granted by competent authority.
b) If the contractor fails to perform any other obligation (s) under the
General & special conditions of the contract and all clauses of this
tender which are integral part of this tender.
c) Competent authority may without prejudice, to other rights under law
or the contract provided get the hiring of vehicles done at the risk and
cost of the contractor, in above circumstances.
d) Termination for Insolvency : The competent authority may at any
time terminate the Contract by giving written notice to the contractor,
without compensation to the contractor. If the contractor becomes
bankrupt or otherwise insolvent as declared by the competent court
provided that such termination will not prejudice or affect any right of
action or remedy which has accrued or will accrue thereafter to the
TERM HP LSA HP.
19. Agreement:
The successful bidder will have to enter an agreement initially for a period of
one year, further extendable subject to clause 5 of section-III. Cost of
execution of agreement shall be borne by the contractor. The draft format of
the agreement is at Annexure-I. Final format of agreement shall be issued by
TERM HP LSA, Shimla, HP, at the time of the signing of the agreement with
the successful bidder, and that final format shall be binding on the successful
bidder. Final work order shall be issued only after execution of the agreement
by the successful contractor. Apart from other things, all clauses of this
tender document shall form the integral part of the agreement.
20. Arbitration:
If any difference arises concerning this Agreement, its interpretation on

the payment to be made there under, the same shall be settled by mutual
consultations and negotiations. In the event of any question, dispute or
difference arising under the agreement or in connection there with (except as
to matter the decision to which is specifically provided under this agreement),
the same shall be referred to sole arbitration Sr. DDG (TERM), HP LSA,
Shimla, HP-171002., Department of Telecommunication, Ministry of
Communication & IT, Govt. of India. The agreement to appoint an arbitrator
will be in accordance with the Arbitration and Conciliation Act 1996. The
arbitration proceedings shall take place at Shimla, HP and shall be
conducted in English. The provisions of Arbitration and Conciliation Act,

1996 and the rules framed there under and in force shall be applicable to
such proceedings.
21. Set Off:
Any sum of money due and payable to the contractor (including

security deposit refundable to him) under this contract may be appropriated
by purchaser and set off the same against any claim of the purchaser for
payment of a sum of money arising out of this contract or under any
other contract made by contractor with purchaser.
22. Force Majeure:
If any time, during the continuance of this contract, the performance in whole
or in part by either party of any obligation under this contract is prevented or
delayed by reason of any war, or hostility, acts of the public enemy, civil
commotion, sabotage, fires, floods, explosions, epidemics, quarantine
restrictions, strikes, lockouts or act of god (hereinafter referred to as events)
provided notice of happenings, of any such eventuality is given by either party
to the other within 21 days from the date of occurrence thereof, neither party
shall by reason of such events be entitled to terminate this contract nor shall
either party have any claim for damages against the other in respect of such
on performance or delay in performance under the contract shall be resumed
as soon as practicable after such an event may come to an end or cease to
exist, and the decision of the purchaser as to whether the supplies/services
have been so resumed or not shall be final and conducive, provided further
that if the performance in whole or part of any obligation under this contract
is prevented or delayed by reason of any such event for a period exceeding 60
days either party may, at his option terminate the contract.

SECTION – IV
(TENDER SPECIFIC TERMS & CONDITIONS)
1 Eligibility:
Documentary evidence for the under mentioned items should be submitted

along with the bid:
i. The bidder should own or have on lease minimum of 3 vehicles of

model not older than May 2016 registered as commercial vehicles
in their names or firm‟s name for use as commercial vehicles. The
proof of ownership or lease holding should be produced along with
the qualifying bid documents.
ii. The vehicle should be registered as a commercial vehicle and the

model not older than May 2016. The lowest bidder shall make
available the vehicle at the place, to be decided by the dept, for
inspection. If the dept. is satisfied with the condition of the vehicles,
only then, purchase order shall be awarded to the lowest bidder. If
the lowest bidder is not able to provide vehicle(s) in good condition
resulting in non issue of purchase order, the earnest money of such
bidder shall be forfeited.
iii. The bidder shall submit the proof of ownership in case of own vehicle
or in case of leased/ hold vehicles a power of attorney/affidavit,
authorizing the bidder to use the vehicle for hiring, on stamp paper
from Notary.
iv. The bidder shall have experience of supplying vehicles to

Central/State Govt. organization / PSU for minimum one year.
v. The bidder must submit at least 2 certificate of Registration of

Commercial Vehicles.
vi. The bidder must have registration for Goods Service Tax (GST).
2 Services to be provided:
i. Provision of registered Commercial vehicles with licensed drivers, on
Hiring basis for Vehicles on call basis running in state of Himachal
Pradesh. However if for official purpose, vehicles has to go to
adjoining states the arrangements will be made by the contractor. In
such case, tax levied by other states for such journey will be
reimbursed on production of receipt.
ii. Period of contracts: Under normal circumstances the contract shall

be valid for a period of one year from the date of issue of work order.

The department may cancel the contract during the contract period
without assigning any reason. However, the period of contract can be
extended for a further period of one year at the discretion of the Sr.
DDG (TERM), HP LSA, SHIMLA, HP. The contract so extended by the
department, will be on the same rate and terms & conditions. After
expiry of the extended period the contract will automatically come to
an end and no separate notice will be given.
iii. Normal Duty Hrs: Ten hours per day on all days of month except on
Gazetted Holidays notified by Govt. However actual duty hours shall
be specified by actual users of vehicles.
iv. Quantity: Estimated number of vehicles is four (three Compact

Sedan/Compact SUV Carson monthly basis, one Compact
Sedan/Compact SUV Carson on call basis & one Scorpio/Innova on
call basis). However the actual quantity ordered will depend on the
requirement from time to time. Purchaser reserves the right to
increase or decrease the required quantity without any change in the
hiring charges of the offered quantity and other terms and
conditions.
v. Reporting place: Any place within the territorial jurisdiction of

TERM HP LSA, Shimla, HP. The user of the vehicle shall specify
actual place of reporting.
vi. Notice period: For regular requirements one day in advance.

Telephonic /Verbal intimation shall be considered as notice.
vii. Calculation of distance: From garage to garage but chargeable

distance in this respect shall not be more than 5 km in each way.
viii. Accuracy of the meters: The meter reading should tally the
actual distance of run at any instant and authorized officer
shall have full power to check up the meter for its correctness
and to take action accordingly.
ix. Special requirements:

a) Intending bidder must have a telephone number (Landline & Mobile)
& where the requisition of vehicle can be conveyed round the clock
(24 hrs) for 365 days. The driver of the vehicle must be provided with
mobile telephone so that he may be contacted at any point of time.

b) The vehicle must have permit to travel in neighboring States i.e.
Haryana, Punjab and J&K in addition to Himachal Pradesh. Permit
fee/all kind of entry tax will be borne by the contractor.
c) Payment of any government Tax /Duty in respect of the hired vehicle

will be the liability of the contractor.
d) Parking and toll charges, if any, may be claimed by producing the

parking/toll slips.
e) Any changes in the vehicle/driver should be informed at least one

day before the day of such changes.
f) No mileage will be allowed for lunch/breakfast or for filling of

petrol/diesel etc.
3 Amendment to tender document :
a) At any time, prior to the date of submission of bid, purchaser may, for
any reason whether at its own initiative or in response to a clarification
required by a prospective bidder, modify the bid documents by
amendments.
b) The amendments shall be notified in writing to all prospective bidders

and these amendments will be binding on them. A prospective bidder,
requiring any clarification on the Bid document shall notify the
purchaser or hirer in writing. The purchaser shall respond in writing to
any request for the clarification of bid document which it receives not
later than 7 days prior to the date of opening of Tender.
4 Special conditions of contracts:

a) In case the Government of India subsequently declares the date fixed
the opening of the bid is holiday, the bid shall be opened on next
working day. The contractor/ bidder will have full liability under
sections of Motor vehicles Act 1968 and IPC causing death or
permanent disability developed by the vehicle supplied by the
Contractor. The hiring authority shall have no responsibility and will
not entertain any claim in this regard in any circumstances. The
contractor/bidder shall indemnify the purchaser from such incidences.

b) The engagement and employment of drivers and payment of wages to
them as per existing provision of various labour laws and regulations is
the sole responsibility of the Contractor and shall indemnify the
purchaser. Any breach of such Laws on regulation shall be deemed to
be breach of this contract.
c) The contractor shall supply the vehicles properly cleaned from outside
and properly cleaned & totally dust free inside. Seats of the vehicle
should have cover of white towels and towels should be washed
weekly. Also, driver should be properly dressed & well behaved. Taxis
to be provided by the Contractor should be in perfectly sound working
condition and suitable for use by senior officers of the dept. Engine of
the supplied vehicle should be noise-free.
d) Driver and vehicle should not be changed frequently. If in most

unavoidable circumstances the change of driver/vehicle is
required, prior intimation should be given to the user concerned.
e) The contractor should send the vehicle for periodical servicing at the
cost of the contractor. Purchaser will not pay any mileage run for such
servicing. The cost of lubricant, repairs, maintenance, Taxes, Insurance
etc will be the contractor liability.
f) In case of change of vehicle by the contractor during the currency of the

contract, the proof of ownership in case of own vehicle or in case of
leased/ hold vehicles a copy of power of attorney/affidavit should be
submitted within 7 (seven) days of such change for such changed
vehicles.
g) Control of the Vehicles:
i. The vehicles shall be supplied to TERM HP LSA, Shimla, HP,

accordingly letter of Intent/work order for these four vehicles
shall be issued by TERM HP LSA Shimla, HP, and other rights &
liabilities (during the currency of the contract), as per the
agreement to be signed with the successful bidder, with TERM HP
LSA Shimla, HP only for these vehicles.
ii. Monitoring of performance of the services to be provided by

contractor under this tender shall be responsibility of TERM
HP LSA for the vehicles under their control. In case of any
deficiency, TERM HP LSA may take action as per terms &

conditions of this tender and agreement to be signed, for the
vehicles under their control.
iii. Decision as to whether penalties would be levied or not for

violation of terms & condition laid down in this tender shall
be taken by TERM HP LSA for the vehicles under their
control. If decided so, penalties shall also be levied by TERM
HP LSA for the vehicles under their control.
iv. TERM HP LSA Shimla, HP will have the sole rights &
responsibilities with respect to arbitration in case of disputes
as per clause 20 of Section-IV, extension of contract as per
clause 17 of Section-IV, and custodian of performance
security deposit.
h) In Case the department is not satisfied with the quality/condition of the

vehicle the contractor shall change the vehicle / make necessary repairs
to the satisfaction of the department.
i) No hike in rate will be allowed if there is a hike in the price of diesel and
or spare parts of vehicle.
j) The purchaser reserves the right to counter offer price against the price
quoted by the contractor.
5 Payment terms :
Payment will be made by way of RTGS/NEFT/IMPS using PFMS against the
submission of monthly bills (in triplicate) with Log Book duly signed by the
designated user(s). Bill shall be prepared as per clause 6 below. The monthly
bill shall be paid only after tax deduction at source (TDS) as applicable from
time to time.
6 Rate of hire charges :
a) Rates quoted should be inclusive all taxes except Goods Service Tax
(GST). Goods Service Tax (GST) will be paid extra as per Govt. rates
applicable from time to time. Proof of deposit of Goods Service Tax
(GST) to appropriate authority should be submitted quarterly to
respective TERM HP LSA (Shimla, HP) for the vehicles under their
respective control.

b) Duty hours will be calculated on the basis of the difference between
reporting time and releasing time on each day as noted on the duly
slip by the user.
c) Calculation of distance: From garage to garage, but chargeable

distance in this respect shall not be more than 5 km in each way
d) The bill should be prepared on the basis of above figures and the
amount will be claimed on the basis of kilometers covered including
those during holidays, and period of duty beyond office hours &
holidays (if vehicles are used on holidays) as overtime.
e) Number of working days in a week may be increased by the Department

anytime and the supplier will have no extra claim for this.

SECTION-V
Proforma for TECHNICAL BID

GENERAL
I. Name of Tendering Company/ Firm / Agency/Individual : _____________________
II. Nature of the concern : _________________________ (i.e. Sole proprietor or

partnership firm or a company under Company Act 1956)
III. Full Address of Office of the Company/ Firm / Agency/Individual:

______________________________________________________________________________
______________________________________________________________________________
______________________________________________________________________________
a. Telephone/Mobile No:
b. FAX No (if any):
c. E-Mail Address :
IV. PAN / GIR No. of the Company/ Firm / Agency/Individual :

________________________________ (Attach attested copy)
V. Photocopy of income tax returns for latest year:______________ (Attach attested

copy)
VI. Goods Service Tax (GST) Registration No. : _________________________ (Attach

attested copy).
VII. Goods Service Tax (GST) paid during F.Y 2016-17 and 2017-18
___________________________.
VIII. The Company / Firm / Agency should have at least one year of
experience in providing services of supplying vehicles to Central/State Govt.
organization / PSUs etc. (Attach the attested or original copies of relevant
experience documents)
IX. Details of Earnest Money of Rs. 47,798/= D.D. No. ……….. Date
____________Drawn on Bank ___________________________ in favor of “CAO
(cash) O/o CCA, HP, Shimla-171009”.
X. Whether each page of tender and its annexure have been signed and
stamped: ___________.(Yes/No)
XI. Bidder‟s bank, its address and Bank account no:

_________________________________________________________________________________
_________________________________________________________________________________

_________________________________________________________________________________
XII. Infrastructure capabilities: Particulars of vehicles available with the Bidder.

(please attach the attested copies of the proof of the ownership or lease
holding/power of attorney (duly notarized) documents of the vehicles and proof of
registration of the vehicles as commercial vehicle) :
Type of Vehicle(s) Registration number
I/We hereby declare that the information furnished above is true and correct.
Place : Signature of Bidder/Authorized Signatory

with seal of the firm
Date : Name of the Bidder______________________

SECTION-VI
FINANCIAL BID
i. The Tenderer shall be required to download BOQ sheet from cover-2 of this
tender from CPP portal and quote only service charges in figures for the item
no 1.01 to 1.04 which are highlighted in light blue color and the same is to
be uploaded.
ii. Conditional bid shall not be considered and will be rejected outright.
iii. L-1 Bidder will be decided based on the total service charges which is the
sum of service charges arrived for each item of work mentioned in
column(E).
iv. Rate for each item needs to be filled in column (3). Leaving blank for any
item is NOT permitted in the financial bid form, in such cases the bid will
be treated as non responsive and will be summarily rejected.
The BOQ format is given below :
Tender Inviting Authority: Sr. DDG TERM HP LSA Himachal Pradesh, Shimla
Name of Work: Hiring of Commercial Vehicles
Contract No: 135/HP LSA/E-Tender-Vehicle/2018-2019/1
Name of
the
Bidder/
Bidding To be filled only in softcopy of BOQ xls sheet
Firm /
Company
:
PRICE SCHEDULE
(This BOQ template must not be modified/replaced by the bidder and the same
should be uploaded after filling the relevent columns, else the bidder is liable
to be rejected for this tender. Bidders are allowed to enter the Bidder Name and
Values only )
NUMBER TEXT # NUMBER # TEXT #
#

Sl. Item Description BASIC RATE In TOTAL AMOUNT
No. Figures To be In Words
entered by the
Bidder in
Rs. P
1 2 3 4
1 Hiring of Vehicles on
monthly Basis
1.01 Monthly Rate (1800 Km per To be filled only in INR Zero Only
month & 10 hours per day) softcopy
of BOQ xls sheet
1.02 Charges for extra Kms ( over To be filled only in INR Zero Only
1800 Km per month) in Rs softcopy
of BOQ xls sheet
per Km
1.03 Charges for extra hours ( To be filled only in INR Zero Only
over and above 10 hours per softcopy
of BOQ xls sheet
day) in Rs per Hour
1.04 Night Halt Charges in Rs per To be filled only in INR Zero Only
night softcopy
of BOQ xls sheet
call Basis : Sedan
2.01 Rate per km 12000 Kms To be filled only in INR Zero Only
per year upto 10 hrs duty softcopy
of BOQ xls sheet
over and above 10 hours softcopy
of BOQ xls sheet
per day) in Rs per hour
2.03 Night Halt Charges in Rs To be filled only in INR Zero Only
per night softcopy
of BOQ xls sheet
call Basis :
Innova/Scorpio ( For
Non-Tribal Areas)
3.01 Rate per km (8000 kms To be filled only in INR Zero Only
for non-tribal areas ) upto softcopy
of BOQ xls sheet
10 hrs duty
of BOQ xls sheet
per night softcopy
of BOQ xls sheet
call Basis :
Tribal Areas)

4.01 Rate per km (2000 kms To be filled only in INR Zero Only
for tribal areas ) upto 10 softcopy
of BOQ xls sheet
hrs duty
of BOQ xls sheet
per night softcopy
of BOQ xls sheet
I/We have read and understood the tender for supply of registered commercial
vehicles on hire basis vide No. 135/HP LSA/E-Tender-Vehicle/2018-2019/1
Dated 02.07.2018 and other documents issued by you, we hereby quote the
rates (inclusive of all taxes & duties except Goods Service Tax (GST) as under
for supply of registered commercial vehicles on hire basis as detailed below:
Note :
1. If the distance travelled during the tour includes both tribal and non-tribal
areas then the rates will be paid according to actual distance covered in
both areas mutual exclusively.
2. The bill should be prepared on the basis of above figures and the amount
will be claimed on the basis of kilometers covered and period of duty beyond
office hours as per clause 6 of Section-V of this tender.
3. Number of working days in a week may be increased by the Department
anytime and the supplier will have no extra claim for this.
4. Above rates are inclusive of all taxes/duties (Central, State, and Municipal
etc. except Goods Service Tax (GST) .
5. For Vehicle on call basis (Scorpio/Innova), if the total run of vehicle in one
day is less than 80 kms then the rate will be paid for 80 Kms in accordance
to the destination station for that day.
[Signature]
Date :
Place :
Seal of the bidder

SECTION-VII
EVALUATION FORMULA :
The following evaluation formula shall be used to determine the lowest bid.
For Vehicle on Monthly Basis (Compact Sedan/SUV) :
Approx.
S Total (AxB)
Particulars (A) Quantity (B)
N (Rs./month)
(per month)
Rate for one vehicle for first 1800
1 Kms per month & 10 Hrs per day, 3 3xP
say Rs.”P”
Rate beyond first 1800 Kms, say
2 1000 Kms 1000xQ
Rs.Q per Kms
Extra hours Charges, say Rs. H per
3 20 Hours 20xH
hour
4 Night Halt Charges, say Rs. N per Night 10 Nights 10xN
3xP + 1000xQ +
Total Evaluated Cost (C1) = 20xH+10N
For Vehicle on Call Basis (Compact Sedan) :
Approx.
S Total (AxB)
N (Rs./year)
(per Year)
Rate for one vehicle for 12000 Kms
1 per year & 10 Hrs per day, say 12000 Kms 12000xP
Rs.”P”
2 60 Hours 60xH
hour
Night Halt Charges, say Rs. N per
3 24 Nights 24xN
Night
12000xP +
Total Evaluated Cost (C2) =
20xH+40xN

For Vehicle on Call Basis (Scorpio/Innova) : (For Non-Tribal Areas)
Approx.
S Total (AxB)
N (Rs./year)
(per Year)
1 per year & 10 Hrs per day, say 8000 Kms 8000xP
Rs.”P”
2 40 Hours 40xH
hour
3 40 Nights 40xN
Night
8000xP +
40xH+40xN
For Vehicle on Call Basis (Scorpio/Innova) : (For Tribal Areas)
Approx.
S Total (AxB)
N (Rs./year)
(per Year)
(including both tribal and non-tribal
1 2000 Kms 2000xP
areas) per year & 10 Hrs per day,
say Rs.”P”
2 20 Hours 20xH
hour
3 20 Nights 20xN
Night
2000xP +
20xH+20xN
Total Cost of Bid: C = C1 + C2/12 + C3/12 + C4/12 = Rs._______________ per

month.
All responsive & technically qualified bids shall be evaluated based on the total
cost of bid as per formula described above.

Annexure-I
BID FORM
Dated: __/07/2018
To
The Sr. DDG (TERM) HP LSA, DoT

Shimla (H.P.)-171002
Tender No. : 135/HP LSA/E-Tender-Vehicle/2018-2019/1 Dated 02.07.2018

Sir,
1. Having read the terms & conditions of the above-mentioned tender and services
to be provided, we undersigned, offer to provide light commercial vehicle in
conformity with the conditions of contract and specifications for the sum shown in
the schedule of prices attached herewith in separate sealed cover and made part of
this Bid.
2. We undertake, to enter into agreement within one week of being called upon to do so
and bear all expenses including charges for stamps etc and agreement will be binding
on us.
3. If our Bid is accepted, we will obtain the bank guarantees from a Scheduled Bank for a
sum as mentioned in this tender document for due performance of the Contract.
4. We agree to abide by this Bid for a period of 90 days from the date fixed for Bid
opening and it shall remain binding upon us and may be accepted at any time before
the expiry of that period.
5. Until an agreement is signed and executed, this Bid together with your written
acceptance thereof, in your notification of award shall constitute a binding contract
between us.
6. Bid submitted by us are properly sealed and prepared so as to prevent any
subsequent alteration and/or replacement.
7. We understand that you are not bound to accept the lowest or any bid, you may
receive.
8. DDG (TERM) H.P. reserves the right to cancel the tender without assigning any
reason.
9. DDG (TERM) H.P. reserves the right to reject any or all tenders without assigning any
reasons whatsoever.
Dated this ..................... day of ............................... 2018.
Signature of___________________________________
In capacity of _________________________________
Duly authorized to sign the bid for and on behalf of....................
Signature________________________________

Annexure-II
LETTER OF AUTHORISATION FOR ATTENDING BID OPENING
(To reach on____________ or before date of bid opening)
To
The Sr. DDG
Telecom Enforcement Resource & Monitoring Cell,
Himachal Pradesh License Service Area
Department of Telecommunications,
T.E. Bldg. Boundary Estate Chhota Shimla,HP.
Subject : Authorization for attending bid opening on __________________

(date) in the Tender no: _______________dated:________.
Following persons are hereby authorized to attend the bid opening for the
tender mentioned above on behalf of ________________________________ (Bidder)
in given below.
Name :
Specimen Signature of the authorized person:
Signature and date with Seal of bidder
Or
Officer authorized to sign the bid Documents on behalf of the bidder
Note:
1 Maximum of one representative will be permitted to attend bid opening.
2 Permission for entry to the hall where bids are opened may be refused in case
authorization as prescribed above is not received.

ANNEXURE-III
DECLARATION
FOR NON-TAMEPRING OF DOWNLOADED TENDER DOCUMENT FROM

WEBSITE (https://eprocure.gov.in)
“I……………………………………….(authorized signatory) hereby declare that the

tender document submitted has been downloaded from the website
https://eprocure.gov.in and no addition / deletion / correction has been
made in the downloaded document. I also declare that I have enclosed a DD for
Rs……………………………….towards the cost of tender document along with the
EMD.
Place : Signature of tenderer

/Authorized Signatory
Date:
Name of the Tenderer
Seal of the Tenderer

Annexure-IV
DECLARATION
FOR NO NEAR RELATIVE (S) OF THE CONTRACTOR WORKING IN

DEPARTMENT OF TELECOMMUNICATIONS, Himachal Pradesh
I………………s/o………………. r/o……………. hereby certify that none of my

relative(s) as defined in the tender document no : dated : is/are
employed in Department of Telecommunication, Govt. of India, as per
details given in tender document. In case at any stage, it is found that the
information given by me is false/incorrect, TERM HP LSA, DoT, HP Shimla
shall have the absolute right to take any action as deemed fit/without any
prior intimation to me.
Signed________________________________
Name (in Block Letters)___________________________
Position_______________________________
Date _________________________________
Seal of the bidder
7 The near relatives for this purpose are defined as:
a) Members of a Hindu undivided family.

b) They are husband and wife.
c) The one is related to the other in the manner as father, mother, son(s)
and Son‟s wife (daughter in law), Daughter(s) and daughter‟s husband
(son in law), brother(s) and brother‟s wife, sister(s) and sister‟s
husband (brother in law)

ANNEXURE-V
AGREEMENT
The agreement is made on this ___________day of (month)_____________(year) between
the President of India (Herein after called the purchaser) acting through its authorized
officials __________________________________ (respective TERM HP LSA) and
______________ (Herein after called the contractor whose term includes its successor
and assignees), whose address is ______________________________.
The contractor shall provide commercial vehicles on hire basis for the purchaser for
official use on the terms and conditions contained and the rates as mentioned. Now,
these present witnesses and it is hereby agreed and declared by and between the
parties these present as followings.
The transporters shall during the period of contract that is to say from date of
execution of agreement to ________________ or until this contract is determined by
such notice as herein after mentioned will provide commercial vehicle not older than
May-2015 Model, on the rate accepted as described as schedule to this agreement. It
is agreed by the contractor that number of vehicles required is likely to change and
may be demanded according to the exigencies of services by TERM HP LSA, DOT,
Shimla,HP.
i. The contractor shall comply with all the terms and conditions of the Tender No:
135/HP LSA/E-Tender-Vehicle/2018-2019/1 Dated 02.07.2018 which are
part and parcel of this agreement and forms integral part of this agreement and
also the following.
ii. The authorized officers of TERM HP LSA, DOT, Shimla, HP shall place orders (LoI)
for their requirement on the official hire order form and will receive
acknowledgement from the contractor for supply of vehicles. It is anticipated that
the contractor will supply vehicle to these authorities on regular basis until such
time the contract is valid and the parties in agreement are satisfied with the
performance of the contract.
iii. The Contractor will provide vehicles to TERM HP LSA, DOT, Shimla,HP not older
than May-2016 and registered for the commercial purpose only and duty, taxes,
Insurance etc. due for such vehicle shall be liability of the contractor.
iv. The Contractor shall submit bills to the TERM HP LSA, DOT, Shimla,HP on
monthly basis for release of payment for the vehicles supplied to them respectively.
v. The Driver or the vehicle shall be provided with the Log Book by the Contractor
where date, time, Kms reading are to be filled and signed by the users/TERM HP
LSA, DOT, Shimla,HP Officials. On the basis of these Log Book, the bill shall be

raised to TERM HP LSA, DOT, Shimla,HP by the contractor for the vehicles under
their control.
vi. Vehicles shall be supplied by the contractor with following rates (inclusive of all
taxes & duties except Goods Service Tax (GST) . Goods Service Tax (GST) will
be paid extra as per Govt. rates applicable from time to time. Proof of deposit
of Goods Service Tax (GST) to appropriate authority should be submitted
quarterly to TERM HP LSA (Shimla, HP) for the vehicles under their control:
Sl. Item Description BASIC RATE In TOTAL AMOUNT

No. Figures To be In Words
entered by the
Bidder in
Rs. P
1 2 3 4
monthly Basis
1.01 Monthly Rate (1800 Km
per month & 10 hours per
day)
1.02 Charges for extra Kms (
over 1800 Km per month)
in Rs per Km
1.03 Charges for extra hours (
over and above 10 hours
per day) in Rs per Km
1.04 Night Halt Charges in Rs
per night
call Basis : Sedan
2.01 Rate per km 12000 Kms
per year in Rs per Km
per night
call Basis :
Non-Tribal Areas)
3.01 Rate per km for 8000 Km

per night
call Basis :
Tribal Areas)
4.01 Rate per km for 2000 kms

per night
vii. Duty hours will be calculated on the basis of the difference between reporting
time and releasing time on each day as noted on the log book by the user.
Distance covered shall be calculated from garage to garage but chargeable distance
in this respect shall not be more than 5 km in each way.
viii. If the Contractor fails to provide the vehicle to TERM HP LSA, DOT, Shimla, HP and
if the service is not found satisfactory enough, the TERM HP LSA, DOT, Shimla,
HP2 shall have the right to terminate the contract in whole or part for the vehicles
under their control.
ix. In case of change of vehicle by the contractor during the currency of the contract,
the proof of ownership in case of own vehicle or in case of leased/ hold vehicles a
copy of power of attorney/affidavit should be submitted within 7 (seven) days of
such change for the such changed vehicles to respective TERM HP LSA for the
vehicles under their respective control. – (may be deleted if not applicable) --
x. In case of any accident resulting in loss or damage to property or life, the sole
responsibility for any legal or financial implication would vest with the contractor.
TERM HP LSA, DOT, Shimla,HP shall have no liability whatsoever.
xi. The Tender document No: 135/HP LSA/E-Tender-Vehicle/2018-2019/1 Dated
02.07.2018 which is annexed to this agreement is an integral part of this
agreement.
xii. For any legal dispute claims that may arise during the currency of the agreement
in respect of vehicles provided by contractor, TERM HP LSA, DOT, Shimla, will not
be liable for any loss, damage, etc. suffered / to be suffered by the Contractor or
third party, as the case may be, and the contractor shall bear the sole liability
arising out of such disputes.

xiii. If for any reason TERM HP LSA HP Shimla is dissatisfied in any way with the
standard of the vehicle or felt deficiency in service during the hiring period, it will
be reported to the Contractor on writing by the TERM HP LSA HP Shimla. The
Contractor without raising any dispute on such assessment by the TERM HP LSA
HP Shimla regarding the standard of the vehicle provided or quality of service
rendered by them, may immediately replace it with another commercial vehicle on
receipt of such complaint.
xiv. The Contractor shall also be liable for all fines, penalties and traffic and other
criminal offences arising out of or concerning the use of the vehicle during the hire
period.
xv. In the event of any question, dispute or difference arising under the agreement or
in connection there with (except as to matter the decision to which is specifically
provided under this agreement), the same shall be referred to sole arbitration Sr.
DDG TERM HP LSA, Shimla (H.P.) - 171002, Department of Telecommunications,
Ministry of Communication & IT, Govt. of India. The agreement to appoint an
arbitrator will be in accordance with the Arbitration and Conciliation Act 1996.
xvi. All the disputes are subjected to the jurisdiction of the court at Shimla only.
In witness whereof the parties present have here into set their respective hands and
seals the day, year in………………
Above written:
( ) ( )
Signature on behalf of DoT Signature on behalf of Contractor
Name: Name:
Designation: Designation:
Seal: Seal:
Agreement signed in the presence of
Witness 1: Witness 2
Signature: Signature:
Name: Name:

Annexure-VI
PERFORMANCE SECURITY GUARANTEE BOND
1. In consideration of the President of India (hereinafter called the „Purchaser‟) having

agreed to exempt _____________________ (hereinafter called „the said contractor(s)) from
the demand under the terms and conditions of an agreement/Advance Purchase Order
No. _________________ dated ___________ made between ___________________ and
_____________________ for the supply of _______________ (hereinafter called “the said
agreement”), of security deposit for the due fulfillment by the said contractor(s) of the
terms and conditions contained in the said Agreement, on production of the bank
guarantee for ________________________we, (name of the bank)______________________
(hereinafter refer to as “the bank”) at the request of
___________________________(contractor(s)) do hereby undertake to pay to the purchaser
an amount not exceeding __________________ against any loss or damage caused to or
suffered or would be caused to or suffered by purchaser by reason of any breach by
the said Contractor(s) of any of the terms or conditions contained in the said
Agreement.
2. We (name of the bank) ___________________ do hereby undertake to pay the amounts

due and payable under this guarantee without any demure, merely on a demand from
the purchaser by reason of breach by the said contractor(s)‟ of any of the terms or
conditions contained in the said Agreement or by reason of the contractors(s)‟ failure
to perform the said Agreement. Any such demand made on the bank shall be
conclusive as regards the amount due and payable by the Bank under this guarantee
where the decision of the purchaser in these counts shall be final and binding on the
bank. However, our liability under this guarantee shall be restricted to an amount not
exceeding _____________________.
3. We undertake to pay to the purchaser any money so demanded notwithstanding any

dispute or disputes raised by the contractor(s)/supplier(s) in any suit or proceeding
pending before any court or tribunal relating thereto our liability under this present
being absolute and unequivocal. The payment so made by us under this bond shall be
valid discharge of our liability for payment there under and the contractor(s)/
supplier(s) shall have no claim against us for making such payment.
4. We (name of the bank) __________________________ further agree that the guarantee

herein contained shall remain in full force and effect during the period that would be
taken for the performance of the said agreement and that it shall continue to be
enforceable till all the dues of the purchaser under or by virtue of the said Agreement
have been fully paid and its claims satisfied or discharged or till ____________________

(office/Department) purchaser certifies that the terms and conditions of the said
Agreement have been fully or properly carried out by the said contractor(s) and
accordingly discharges this guarantee. Unless a demand or claim under this
guarantee is made on us in writing on or before the expiry of 15 months (as specified
in P.O.) from the date hereof, we shall be discharged from all liabilities under this
guarantee thereafter.
5. We (name of the bank) ____________________ further agree with the purchaser that the
purchaser shall have the fullest liberty without our consent and without affecting in
any manner our obligations hereunder to vary and of the terms and conditions of the
said Agreement or to extend time of performance by the said contactor(s) from time to
time or to postpone for any time or from time to time any of the powers exercisable by
the purchaser against the said Contractor(s) and to forbear or enforce any of the terms
and conditions relating to the said agreement and we shall not be relieved from our
liability by reason of any such variation, or extension being granted to the said
contractor(s) or for any forbearance, act or omission on the part of the PURCHASER or
any indulgence by the PURCHASER to the said Contractor(s) or by any such matter
or thing whatsoever which under the law relating to sureties would, but for this
provision, have effect of so relieving us.
6. This guarantee will not be discharged due to the change in the constitution of the
Bank or the Contractor(s)/supplier(s)
7. We (name of the bank) __________________ lastly undertake not to revoke this guarantee
during its currency except with the previous consent of the PURCHASER in writing.
Dated the__________________ day of ______________
for
______________________________________
(indicate the name of the bank)
....

Annexure-VII
Tender Checklist Sheet for Bidders
S No. Documents Upload Status

1 Cost of Tender DD No. Amt. Date
documents*
2 EMD * DD No. Amt. Date
3 Bid Form (Annexure-I) filled and uploaded

4 Letter of authorization for attending tender opening
(Annexure-II) filled and uploaded.
5 Declaration on non-tampering of downloaded tender
document(Annexure-III) filled and uploaded.
6 Declaration on no-near relative (Annexure-IV) filled and
uploaded
7 Self-Attested copy of Firm/company registration
document.
8 Self-Attested copy Registration certificate of the vehicle
9 Self-Attested copy of the current insurance document
10 Self-Attested copy of PAN card of firm/company/individual
11 Self-Attested copy of Goods Service Tax (GST) certificate of
firm/company
12 Self-Attested copy Latest income tax return of
firm/company
13 Financial bid document (BOQ xls sheet) filled and
uploaded
*Scanned copy of DD has to be uploaded.
END OF THE TENDER DOCUMENT

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GOVT.

O/o Sr. Deputy Director General

Ph: 0177-2629700, Fax: 0177-2622599, email: [email protected]

Hiring of Commercial Vehicles

O/o THE Sr. DEPUTY DIRECTOR GENERAL

Tender No. : 135/HP LSA/E-Tender-Vehicle/2018-2019/1

Price of Bid Document: Rs. 575/- only

[135/HP LSA/E-Tender-Vehicle/2018-2019/1] Page 1

Section Title Page No.

[135/HP LSA/E-Tender-Vehicle/2018-2019/1] Page 2

No. : 135/HP LSA/E-Tender-Vehicle/2018-2019/1 Dated : 02.07.2018

Notice Inviting E-tender

3 Time and last date of 07.08.2018 at 15:00 hrs.

[135/HP LSA/E-Tender-Vehicle/2018-2019/1] Page 3

The requirement of vehicles shall be as under:-

S.No. Description Model Quantity

i. The tender documents can be downloaded from the website of

iv. Interested bidders may submit their quotation online on

[135/HP LSA/E-Tender-Vehicle/2018-2019/1] Page 4

[135/HP LSA/E-Tender-Vehicle/2018-2019/1] Page 5

xi. The Bidder is expected to examine all instructions, forms, specifications,

[135/HP LSA/E-Tender-Vehicle/2018-2019/1] Page 6

INSTRUCTIONS FOR ONLINE BIDDERS

1 Possession of valid Digital Signature Certificate (DSC) and

7 After downloading /getting the tender document/ Annexures/ Appendices,

[135/HP LSA/E-Tender-Vehicle/2018-2019/1] Page 7

13 Bidder, in advance, should get ready the bid documents to be submitted as

14 Bidder should take into account the corrigendum / Addendum published

15 The Bidders can update, well in advance, the documents such as

[135/HP LSA/E-Tender-Vehicle/2018-2019/1] Page 8

[135/HP LSA/E-Tender-Vehicle/2018-2019/1] Page 9

27 Any bid document that is uploaded to the server is subjected to symmetric

[135/HP LSA/E-Tender-Vehicle/2018-2019/1] Page 10

GENERAL TERMS AND CONDITIONS

2. Addresses: - For all purposes of the contract including arbitration there

3. Earnest Money Deposit (EMD):

a) Earnest Money of Rs. 47,798/- (Forty Seven Thousand seven Hundred

c) Request for transfer of any previous deposits such as previous earnest

e) The tenders without Earnest Money Deposit will be summarily rejected.

f) No claim shall lie against the Government/ Department in respect of

[135/HP LSA/E-Tender-Vehicle/2018-2019/1] Page 11

6. Preparation and Submission of Tender :

The necessary documents should be uploaded in the

Below are the documents to be up loaded by bidder at the time of

Cover-1: Qualifying bid (The list of the documents to be uploaded)

i. Bid Form (As in Annexure I) and Declarations/Letters as in Annexure-II

[135/HP LSA/E-Tender-Vehicle/2018-2019/1] Page 12

a. A “sole proprietor‟” of the concern or constituted attorney of such sole

(1) In case of partnership firms, a copy of the partnership agreement, or

(2) In the case of partnership firms, where no authority to refer disputes

[135/HP LSA/E-Tender-Vehicle/2018-2019/1] Page 13

a) The Technical bid should be submitted online in cover-1 mentioned

a) The Financial Bid should be submitted online in cover-2 mentioned

10. Opening of Tender :

The bidder is at liberty either to be present himself or authorize not

11. Criteria for Evaluation of Tenders:

[135/HP LSA/E-Tender-Vehicle/2018-2019/1] Page 14

a) Bid shall be evaluated to determine whether it is complete, whether

The successful bidder is required to submit tender document, duly signed