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Notionol Highwoys Authoriry of lndio
(Ministry of Rood Tronsport ond Highwoys, Govt. of lndio)
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Proiecl lmplementotion Unit, (onory Hill Rood, Hozoribogh, Jhorkhond - 825301

Ph. : 06546-270040, Emoil : piuhozoribogh@nhoi.orglnhoipiuhozoribogh@gmoil.rom, website: nhoi.gov.in

Ref.No" NHAI/PIU /HZB/2024-2s/Ot f f.-,lu/ rq5 Date: 2l .05.2024

NOTICE INVITING QUOTATION

Name of Work: Supply of Commercial Vehicle on monthly hire basis at

Bid Security: Rs. 25,000/- (Rupees Twenty Five Thousand only)"

Cost of Documents: Rs. 1,000/- (Non-refundable) in the form of Demand Draft in

favour of National Highways Authority of India payable at
Hazaribagh.
Time Period: 02 (Two) years.

Sealed quotations are invited from experienced and reputed

firms/organizations/agencies having experience in execution of such works. The
BOQ and terms conditions for the above can be downloaded from NHAI website
www,nhai.org, The duly filled quotations in sealed envelope can be submitted at the
office of the undersigned up to 12.00 PM on LL.06.2O24 and quotations will be
opened on same day i.e".,1L.06.2024 at 4.00 PM by evaluation committee in
presence of attending biddeFs.

All pages of the documents must be numbered & signed by quotationer.

NHAI will not be responsible for any delay in submission of the quotation and
reserved the right to accept/reject any or all quotation without assigning any
reasons thereof. Other details can be seen in the bidding documents.

Afnendme,nts/corrigendum if any would be hosted on websites.

's\e4
,''
NHAI, PIU Hazaribagh
Address:
National Highways Authority of India
Project Implementation Unit, NHAI, Hazaribagh
Canary Hill Road, Hazaribagh- 825301 (Jharkhand)
Ph : 06546 -27 0040, Email : piuhazaribagh@nhai.org, nhaipiuhaza.ribagh@gmAil.cgrn

Copy for wide circulation:

1. Web Admin, NHAI-HQ for hosting in NHAI website.
2. Notice Board, PlU-Hazaribaqh.
3. Notice Board, RO Ranchi & All PIUs under jurisdiction of RO Ranchi.
qqTl sTqf-dq:fr-s Tq 6, {lqe{ 10, ilTm-T, { ffi-r10075, (1qN s1-1i-2sa74100/2s074200, i-*qE-i :http//wwwnhai.govin
Corporate Office: G-5 & 6, Sector-10, Dwarka, New Delhi-110075, Phone .91-11-2507410A125A742A0, Website: http//www.nhai.gov.in
s-m : ot 1-25093507 / 25093514, Fax : 0'11-25093507 / 25093514
 Supply of Commerciol Vehicle
on monthly hire bosis for NHAI, PIU Hozoribogh(Jhorkhond)

BID DOCUMENT
PIU Hozoribogh

Notionol Highwoys Authority of lndio

(Ministry of Rood, Tronsport ond Highwoys)

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Project lmplementotion Unii, NHAI, Hozoribogh

Conory Hill Rood,
Hozoribogh- 82530 1 (Jhorkhond)
Ph: 06546-270040

Em o il : pi u h ozo rib*"o g h @ n h ei,_o_tg

nh oipi u h"o"z"o ribo g h @ g m qil .com

v-
 Terms and Conditions

1, The quotationer should have registered and a well-established tourist/transport

agency/firm/individuals having experience in Govt./private organization in similar
works having sufficient number of latest models of vehicles with safety parameter
as ABS l.ocking and Air Bag facilities for hiring. Proof to this effect is td be
enclosed along with the quotation

2. The vehicle should be new or well-conditioned or less than one-year-old and

driven not more than 20,000 Km's or at the satisfaction of NHAI.

? All necessary taxes for operating the vehicle should be fully paid and all necessary
papers shall be provided in the vehicle as required by prevailing Motor Vehicle. Act
registration for commercial use with comprehensive insurance cover for the
vehicle /3'd party insurance etc. Insurance should be provided on vehicle on taxi
basis,

4. The vehicle shall be provided for 24 Hours (day and night) as required by NHAI.

5. Agency shall also ma(e available well behaved/experienced drivers. He should be

in sound mental and physical condition and should perform the duty sincerely and
diligently. He should have valid driving license for such vehicle with uniform and
mobile phone. He should not take alcohol / Tobacco or any other intoxicating
substance during duty hours.

6. The agency shall bear all expenses required for keeping the vehicles in smooth
running condition, such as fuel, lubrication oil and other consumables, necessary
seryice and maintenance, driver's salary & perks, repairs and replacements etc.
as_,per requirement.

7. In the event of any vehicle being off on the road for maintenance or on any
account of breakdown, the agency shall provide a substitute vehicle immediately.
If the substitute vehicle is not provided, a penalty of Rs. 5,000/- per'day for each
vehicle shall be deducted from the bills of agency. The penalty shall also be levied
even in case of vehicle is being off on the road due to non-providing of fuel /
Driver or any other reason.
 8. The vehicles provided by successful bidder shall be kept clean externally and
internally and in top working conditions at all times failing which a penalty of Rs.
500/- per day shall be affected from the bill of Agency.

9. The agency should quote their rates on monthly basis i.e. per vehicle per month
with 3500/3000 Km running. The agency shall also quote the rate for extra km
run in case the running of the vehicles exceeds the maximum prescribed limit.
TDS will be applicable as per rules.

10'Monthly bill will be settled for fixed charges. The excess KM run shall be setfled
after completion of every quarter by adjusting excess run.during the quafter.,

11.The vehicles provided should have permit to travel in the entire state of
Jharkhand and neighbor states i.e. Bihar, West Bengal and Orissa as per
requirement.

12.The agency should ensure that sufficient.fuel is always made available fortravel.

13'The quoted rates for hire charges/month should include salary & perks of the
driver/month, cost of all lubricants, routine maintenance including cost of spares
etc' and any other incidentals as may be required. The rates, quoted per Km
beyond 3500/3000 kms as applicable shall be inclusive of total hire charges, cost
of lubricants, and cost of fuel (Diesel), salary of the driver, T.A./D.A. and any
other maintenance charges, transport permits etc. No increase in quoted rates
shall be accepted due to variation/revision on accounts of any increase in prices
of fuel or spare parus Etc.

14.Salary of the driver should be paid as per minimum wages act of Government
of
Jharkhand by agency.

15.The agency should submit their bills in duplicate along with logbook & salary
payment proof to drivers within 1st week of next month for payment,
.

16.GST-: is payable extra as per its prevailing rates and applicability and would be
re.fnbursed on submission of proof of payment.
-t"

17'The quoted rates for hire charges of vehicles should be valid for a period
of two
years from the date of acceptance of offer.

18.The agency should be able to supply the required vehicles within seven (07) days
from the date of Letter of acceptance. The additional vehicle must be provided on
short notice if require by NHAI.

s
 19.The supply of vehicles is initially for duration of two years only from the
date of
issue of Letter of acceptance. Contract Agreement of vehicles may be extended
beyond two year on the above condition, if require by the NHAI with the consent
of the concerned agency.

20.The agency shall enter into a contract with NHAI on non-judicial stamp paper
worth Rs. 100/- within seven days of receipt of letter of acceptance.

21.The agreement shall be entered initially for a period of two years and shall be
extended and reduced depends on requirement and satisfactory services 6f the
agency / contractor.

22.Vehicle registration certificate and other relevant documents shall be furnished

by
successful quotationer to the satisfaction of Employer. All necessary taxes and
insurances for operating the vehicle shall be fully paid by the Agency as per
prevailing Motor Vehicles Act with comprehensive insurance cover" All
the cases
related to accident/damages/compensation shall be responsibility of Agency.
.

23.The vehicle shall be deployed at NHAI office or camp or work site as per
requirement and as directed by NHAI Officials. The vehicle shall be a dedicated
one for exclusive use of NHAI Officials, as required, for all days regularly in
a
month. Employer will not be responsible for parking/ accommodation/facility of
meals for the driver and hence Agency should make above arrangements on
their
own.
1
24.The Agency shall be responsible for all the acts and deeds of the drivers
of
vehicles. The Employer will in no way be responsible for violation of traffic rules
and/or other losses either by driver of the vehicle or by the Agency.

25'Variation/revision in quoted rates for any reason will not be accepted.

26'Vel-ricle can be withdrawn from usage by issuing 01 (one) month

advance notice
by-either party i.e. agency or NHAI.

27 'fhe quotationer may also withdraw his vehicle (for terminating contract) after
issuing 01 (One) month notice to NHAI.

28'The NHAI, PIU Hazaribagh is not bound to take all type of vehicles for which
quotation have been invited on hire. However, the no. of vehicle may
be
increased or decreased as per requirement.

h
29.The Authority reserves the right to cancel the bid without assigning any reason
whatsoever.

30.Any Bid/Quotation not meeting the terms and conditions of bid document or any
stipulation of t\IQ will be treated as non-responsive and therefore will not be
considered for award.

31.In case of quality of service by the contracted agency found inadequate the
competent authority may terminate the contract Agreement after giving 07 days'
notice. In that case the competent authority may also forfeit the performance

32,The selected agency shall have to submit a performance security in the form of
Bank Guarantee / Demand Draft from the Nationalized Bank of Rs.1,00,000/- in
the name of " National Highways Authority of India", payable at Hazaribagh
before signing the contract agreement. The BG should be valid for three months
extra after Contract Period.The same shall be refunded one month after the
successful completion of the Contract.

33.The Agency shall have a valid GST Registration number. If the quotationer is from
outside of Jharkhand and is not having GST at the time of bid he shall submit an
undertaking that "if I shall become lowest quotationer for the same, I shall
take GST of Jharkhand and submit before taking I't bill payment"
(Annexure-C).

34.In case vehicle is darlaged and parts not replaced/ repaired as per time allowed
by NHAI, PIU-Hazaribagh or not provide equivalent vehicle immediately, then
penalty will be imposed as per provision of Contract Agreement Para no.7 and
Para no.B,

35.Authority shall not be responsible for any damage to the vehicle in case of any
accident or otherwise, theft of vehicle / parts and accessories therein. Similarly,
Authority shall not be responsible for any 3'd party claims. The Authority shall not
be r,esponsible for any challan and disobeying of traffic rules caused by the driver.
In,,all the cases related to accident / damages / compensation responsibility shall
be of the vehicle owner.

36.If the agency repeatedly defaults in the quality of service as well as its obligations
under the Agreement, the Authority may terminate the agreement a! per clause
31 above and may further debar/ blacklist the agency from future NHAI works.
Earnest Monev/Bid Securitv: -

. The Quotationer shall furnish, as part of the bid, Earnest Money/Bid Security of
the amount Rs.25,000/- (Rupees Twenty Five Thousand Only.) in the form of
refundable dgmand draft and cost of bid document Rs. 1,000/- in the form of
non-refundable demand draft in favour of "National Highways Authority of India",
payable at "HazaribaEh" issued by Nationalized Bank/ Scheduled Bank of RBI
along with technical details which is attached with bid notice.
. The necessary Bid documents can be purchased at office of NHAI PlU-Hazaribagh
from 21.05.2024 to 11.06.2024 during the working hours from 1100 hrs to 1700
hrs on all days except on 11.06.2024 or may be downloaded from NHAI website
www.nhai.gov.in.
. Th'e last date for submission of sealed quotation at PlU-Hazaribagh up t0 1200
Hrs on dated fi.A6.2024 and will be opened on 11 .06.2024 at 16,00Hrs.
. Any bid not accompanied by an acceptable Earnest Money shall be rejected by the
Employer as non-responsive. Outer envelope showing name of bid for vehicle &
quotationer name inside having two separate envelopes (i) Technical Bid
Documentsand undertaking & (ii) One for BOQ rate i.e. Financial Bid.

n The Earnest Money of unsuccessful quotationers will be returned within 45 days.

. The Earnest Money of the successful quotationer can be returned on submission
of performance security when the quotationer has signed the Agreement.
. The bids shall be valid for 60 days from date of opening.

The Bid Security/Earnest Money will be forfeited:

A) If the quotationeqwithdraws the Bid after its submission.

B) In the case of a' successful quotationer, if the quotationer fails to sign the
Agreement.
C) In case all requisite documents are not provided.

Performance Security:

The Performance Security shall be refunded three months after the successful
'completion of the contract.

Howr4o Subscribe -The quotation should be submitted in two envelopes consisting of

Technical (with page no.) & Financial Bid. Technical documents must be page
numbered (Exceot Demand Draft).

(r)
documents:

,d
(a) Proof of cost of bid documents purchased / Downloaded (Rs.1,000/-)"
(b)Bids security / EMD amounting to Rs.25,000/- in the form of Demand Draft in
favour of National Highways Authority of India payable at Hazaribagh"
(c) Experience certificate from NHAI/Govt, departments / Reputed firm as stated in
the TOR point no.1
(d)Copy of registration of vdhicles which will be supplied or an undertaking on NON-
JUDICIAL stamp paper (Annexure-B) of Rs.100/- regarding providing of new
vehicles, within 7 days from the issue of LOA as per Annexure-B.
(e)If outsourced vehicles will be provided, an undertaking by non-judicial stamp
paper of Rs.100/- with notarized for consent from the original owner must be
furnished "

(II) The second envelope i.e. Financial Bid should contain:

(a) Rate of the prescribed format Annexure-A.

(b) Both the envelopes should be submitted in a big envelope subscribing "Quotation
for supply of vehicles".
(c) The Financial Bid shall be opened only of those quotationers who qualify
technically.

'1
 Annexure-"A"
Bid Document
Name of work: supply of commercial vehicles on monthly hire basis for NHAr, pru
Hazaribagh, (Jharkhand)
Time Period: Two year (And shall be extended on mutual basis from time to time depEnds on
the requirement and satisfactory services).
Name & Address of quotationer: -

PAN No.& GST No, of the quotationer: -

Particulars of the Earnest Money / Bid Security:

BOO
Monthly hire charges in INR for providing the commercial vehicles on the terms and conditions
given hereunder, for specified km and excess km beyond the specified km, are to be filled
in the
following table hereunder against type of vehicles mentioned: -
sl. Type of Vehicle Approximate Unit Quoted Rate Per
No. Quantity of Vehicle (in Rs.)
vehicles
fn In words
figures
1 fnnova Latest Model
(i)Rate per month up to 3500 Km Per
Month
(ii)Rate per km beyond distance 01 Per Km
travelled 3500 Km
2 Bolero/Scorpio or'Qquivalent
latest Model
(i)Rate per month up to 3000 Km Per
01 Month
(ii)Rate per km beyond distance
travelled 3000 Km Per Km

3 Indigo or equivalent latest

Model
(i)Rate per month up to :OOO Km 01 Per
,/ Month
ii)Raite per km beyond distance
traVelled 3000 Km Per Km

Note: (i) 01. Nos. of each type of vehicle is required at NHAI, pIU Hazaribagh.
(ii) The quantity of nos. of vehicles may increase or decrease as per requirement
and need of the NHAI.

Signature of the Quotationer

 Annexure-B

Undertaking

Mr./Mrs./M/s

Slolpa rtn erl Pro p rietor/Di recto r/

having residence/ office address do hereby solemnly
undertake as under:

1. That we are interested in providing commercial vehicle to the office of NHAI, PIU-
Hazaribagh.
2. That in case we are allotted the work we will purchase and provide new
vehicle/vehicles within 7 days from the date of issue of letter of acceptance.

Date:-
Place:-
Name:-
Signature and Seal:

h-
 Annexure-C

Undertaking

I M r.lYrs.lMls
S/o/pa rtn erlProp rieto r/ D irecto r/

having residence/ office address do hereby solemnly

undertake as under:

1. 'if I shall become lowest quotationer for subject work, I shall take GST of
Jharkhand and submit before taking l't bill payment,,.

Date:-
Place:-
Name:-
Signature and Seal:

'1

10
Ca,

Id
 Technical Bid D6cgments

Name of work: - Providing, Running and Maintenance on monthty hire basis for
vehicles for NHAI, pIU Office, Ramgarh (Jharkhand)

s. Details
No.

1 Name of the Firm

2 Address and contact no. of the
Agency/Firm
3 Registration Number of travelling agency/
Firm
4 Name of the Proprietor
5 PAN Number of the agency/Firm
6 Service Tax Number of the agen cy /Firm
7 Details of the EMD (Earnest Money
Deposit)
8 of the vehicle pW
Details
agency (Please provide copies of
Registration on eaSF vehicle etc.)
t
9 Latest copy of TDS neturni-t ttte ageffi
10 Adhar Number of proprietor
11 Experience Certificate
72 Copy of registration of vehictes wfl'cfr wiil
be supplied or undertaking for supply of
new/outsourced veh icle

Name of the firm:

Signature and Seal:

b
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