To Supply and Delivery of 12-nos. Tractor & 10 nos. of Low Bed Trailer for Vadodara Municipal Corporation

Name of Work: Supply and Delivery of Tractors & Low Bed Trailer for Vadodara

Municipal Corporation

Executive Engineer

Mechanical Department, VMC

Vadodara Municipal Corporation,

Khanderao Market Building, Rajmahal Road, Vadodara-390209

Email: [email protected]

Signature of the issuing officer:

Executive Engineer

Mechanical Department, VMC

Tender Documents 2 Mechanical Department

Tender For Supply and Delivery of Tractor Trailer for Vadodara Municipal Corporation

Vadodara Municipal Corporation has prepared this Request for Proposals for “Supply and

Delivery of 12-nos Tractor & 10 Nos of Low Bed Trailer for Vadodara Municipal

The information contained in this Request for Proposal document (hereafter referred as the

“RFP”) or subsequently provided to Bidder(s), whether verbally or in documentary or any

other form by or on behalf of the Authority or any of its employees or advisors, is provided to

Bidder(s) on the terms and conditions set out in this RFP and such other terms and

conditions subject to which such information is provided.

This RFP is not an agreement and is neither an offer nor invitation by the Authority to the

prospective Bidder(s) or any other person. The purpose of this RFP is to provide interested

parties with information that may be useful to them in submitting Bids pursuant to this RFP.

This RFP includes statements, which reflect various assumptions and assessments arrived

at by the Authority in relation to the Project. Such assumptions, assessments and

statements do not purport to contain all the information that each Bidder may require. This

RFP may not be appropriate for all persons, and it is not possible for the Authority, its

employees or advisors to consider the investment objectives, financial situation and

particular needs of each party who reads or uses this RFP. The assumptions, assessments,

statements and information contained in the Bidding Documents may not be complete,

accurate, adequate or correct. Each Bidder should, therefore, conduct its own investigations

and analysis and should check the accuracy, adequacy, correctness, reliability and

completeness of the assumptions, assessments, statements and information contained in

this RFP and obtain independent advice from appropriate sources.

Information provided in this RFP to the Bidder(s) is on a wide range of matters, some of

which may depend upon interpretation of law. The information given is not intended to be an

exhaustive account of statutory requirements and should not be regarded as a complete or

authoritative statement of law. The Authority accepts no responsibility for the accuracy or

otherwise for any interpretation or opinion on law expressed herein.

The Authority, its employees and advisors make no representation or warranty and shall

have no liability to any person, including any Bidder under any law, statute, rules or

regulations or tort, principles of restitution or unjust enrichment or otherwise for any loss,

damages, cost or expense which may arise from or be incurred or suffered on account of

anything contained in this RFP or otherwise, including the accuracy, adequacy, correctness,

completeness or reliability of the RFP and any assessment, assumption, statement or

information contained therein or deemed to form part of this RFP or arising in any way for

participation in this Bid Stage.

Tender Documents 3 Mechanical Department

Tender For Supply and Delivery of Tractor Trailer for Vadodara Municipal Corporation

The Authority also accepts no liability of any nature whether resulting from negligence or

otherwise howsoever caused arising from reliance of any Bidder upon the statements

contained in this RFP.

The Authority may in its absolute discretion, but without being under any obligation to do so,

update, amend or supplement the information, assessment or assumptions contained in this

The issue of this RFP does not imply that the Authority is bound to select a Bidder or to

appoint the Selected Bidder for the Project and the Authority reserves the right to reject all or

any of the Bidders or Bids without assigning any reason and without any financial

implications to VMC whatsoever.

The Bidder shall bear all its costs associated with or relating to the preparation and

submission of its Bid including but not limited to preparation, copying, postage, delivery fees,

expenses associated with any demonstrations or presentations which may be required by

the Authority or any other costs incurred in connection with or relating to its Bid. All such

costs and expenses will remain with the Bidder and the Authority shall not be liable in any

manner whatsoever for the same or for any other costs or other expenses incurred by a

Bidder in preparation or submission of the Bid, regardless of the conduct or outcome of the

Bidding Process.

Executive Engineer, Mechanical

Vadodara Municipal Corporation

Mechanical department, Room No.

Khanderao Market Building, Rajmahal Road,

Vadodara-390209

Email: [email protected]

Tender Documents 4 Mechanical Department

Tender For Supply and Delivery of Tractor Trailer for Vadodara Municipal Corporation

Vadodara Municipal Corporation invites detailed bid from interested parties for “Supply and

Delivery of 12-nos Tractor & 10 Nos of Low Bed Trailer for Vadodara Municipal

1. Online tenders, for the above work are invited from the Bidders. The Bidder should

have experience of manufacturing and supply of chassis mounted Suction machines

in last three years. Bid Document can be obtained from the website

www.nprocure.com.

2. Hard copy of Tender fees, EMD and other detail as required shall be submitted to

Executive Engineer, Mechanical Department, Vadodara Municipal Corporation,

Room no.132 Khanderao Market Building, Rajmahal Road, Vadodara,-390001 by

registered post/speed post only on or before Date:15/04/2026. These envelopes

shall than be sealed in a single outer envelope and clearly mark as:Tender For

“Supply and Delivery of 12-nos Tractor & 10 Nos of Low Bed Trailer for

Vadodara Municipal Corporation”

3. The Bidder should note that VMC shall consider the documents in supporting to

tender bid submitted by the Bidder in electronic format only through online (by

scanning etc.) and submission of such documents in hard copy only will not be

accepted separately.

GENERAL DETAILS OF WORKS

Name of Work Particulars Description

“Supply and Delivery of Tender Issuing Department Executive Engineer

12-nos Tractor & 10 Nos (Mechanical), Mechanical

of Low Bed Trailer for Department, Vadodara

Vadodara Municipal Municipal Corporation

Estimated Tender Value Rs.

Tender Fee (Non-refundable) Rs.

Earnest Money Deposit Rs.

Starting date of Downloading 27/03/2026

online Tender Document

Last date of online 13/04/2026 upto 16:00 hrs.

submission of Tender

Hard copy of Tender Fees, 15/04/2025 up to 16:00 hrs.

EMD and other detail as Through R.P.A.D./Speed post

required shall be submitted

Tender Documents 5 Mechanical Department

Tender For Supply and Delivery of Tractor Trailer for Vadodara Municipal Corporation

Name of Work Particulars Description

on or before only,

Executive Engineer,

Mechanical Department,

Vadodara Municipal

Corporation, Room no.132

Khanderao Market Building,

Rajmahal Road, Vadodara,-

DOWNLOAD OF TENDER DOCUMENT

The tender document for these work are available on website www.nprocure.com. The

Bidder shall pay the Tender Fee by way of Demand Draft issued by any Nationalized Bank

or Scheduled Bank as per list mentioned in GR of Finance Department, GR. No.:

EMD/10/2018/18/DMO, Date: 16.04.2018, in favour of Municipal Commissioner,

Vadodara payable at Vadodara and shall be attached with the Pre-qualification Document.

PRE-BID CLARIFICATIONS

No pre-bid meeting has been scheduled for this tender. However, the Bidders may submit

pre-bid queries to [email protected] 7 days of RFP issuance date in the

following format:

Sr. RFP Document Reference(s) Content of RFP Points of

No. (Section and Page No.) requiring clarification(s) clarification

VMC shall not be responsible for ensuring that the Bidders‟ queries have been received by it

within the stipulated time. Any requests for clarifications after the indicated date and time

may not be entertained by VMC. VMC shall endeavour to provide timely response to all

queries. However, VMC makes no representation or warranty as to the completeness or

accuracy of any response nor does it undertake to answer all the queries that have been

posed by the Bidders.

At any time prior to the last date for receipt of bids, may, for any reason, whether at its own

initiative or in response to a clarification requested by a prospective Bidder, modify the RFP

Document by a corrigendum. The Corrigendum (if any) & clarifications to the queries from all

Bidders will be posted on www.nprocure.comonly. Any such corrigendum shall be deemed to

be incorporated in to this RFP. In order to provide prospective Bidders reasonable time for

taking the corrigendum into account, VMC may, at its discretion, extend the last date

for the receipt of Proposals.

Tender Documents 6 Mechanical Department

Tender For Supply and Delivery of Tractor Trailer for Vadodara Municipal Corporation

EARNEST MONEY DEPOSIT

The aforesaid BID must be accompanied by the EARNEST MONEY DEPOSIT as specified

in „General Details of Work‟ section above. The Bid Security shall be in form of a crossed

demand draft to be issued in favour of “Municipal Commissioner, Vadodara” of any

Nationalised bank or Scheduled Bank as per list mentioned in GR of Finance Department,

GR. No.: EMD/10/2018/18/DMO, Date: 16.04.2018 and payable at Vadodara.

OPENING OF TENDER

The online Technical bid will be opened as mentioned in „General Detail of Work‟ Section

above. Price Bids of only those Bidders will be opened, who are successful in the

qualification Criteria and the Technical Evaluation. The date for price bid opening shall be

informed to the technically qualified Bidders at a later date.

GENERAL INSTRUCTIONS

1. The cost of Bid document i.e. Tender fees will not be refunded under any

2. EMD in the form specified in Bid document only shall be accepted.

3. The offer shall be valid for 180 days from the last date of online submission of the

4. Tender offers without tender fees, Earnest Money Deposit (EMD) and which do not

fulfil all or any of the condition or submitted incomplete in any respect or conditional

offer will be rejected.

5. Conditional tender shall not be accepted and shall be liable for rejection.

6. The successful Bidder shall enter in to an Agreement with the VMC on Rs. 300/- non-

judicial Stamp Paper. Any stamp duty charges shall be to Bidder‟s account.

7. Bidders shall submit P.F., NSIC, PAN, GSTIN Regi., IT Return, for last three financial

years, etc. along with tender document.

8. Vadodara Municipal Corporation. (VMC) reserves the right to accept or reject any or

all tenders without assigning any reason thereof and any financial implications to

VMC. This Tender notice as well as short tender notice shall form a part of contract

9. The Bidders are advised to read carefully the “Instructions to Bidders” and

“Qualification Criteria” contained in the tender documents.

Tender Documents 7 Mechanical Department

Tender For Supply and Delivery of Tractor Trailer for Vadodara Municipal Corporation

INSTRUCTIONS TO BIDDERS

Vadodara Municipal Corporation (VMC) invites tender for “Supply and Delivery of 12-nos

Tractor & 10 Nos of Low Bed Trailer for Vadodara Municipal Corporation”

1.0 The Tractors & Low Bed Trailers to be procured under this tender comprises of

which the detailed technical specifications are set out in Appendix 1. Interested

and qualified parties, based on qualification criteria set out in Appendix 2, are

requested to submit detail technical proposal and information about Bidder

and give financial bid in a manner prescribed in Appendix 4 as per the tender

document uploaded online on website www.nprocure.com.

2.0 The Bidder may be an individual, proprietary firm, firm in partnership, Limited

Company, Corporation applying to become eligible to tender.

3.0 Each Bidder shall submit only one (1) Bid, in response to this Tender Document. Any

Bidder who submits more than one Bid will be disqualified.

4.0 At any time prior to 48 hours of the last date and time of online submission of Bids

VMC may, for any reason, whether at its own initiative or in response to clarifications

requested by any Bidder, modify the tender by issuance of Addenda. All interested

Bidder shall have to check the www.nprocure.com. The Bidder shall not transfer the

TENDER document to another interested party.

5.0 The Bid shall remain valid for a period not less than 180 days from the date of online

submission of tender (Bid Validity Period). VMC reserves the right to reject any Bid,

which does not meet this requirement.

In exceptional circumstances, prior to expiry of the original Bid Validity Period, VMC

may request Bidders to extend the Bid Validity Period for a specified additional

period. Bidders not extending the Bid Validity Period when so requested would

automatically be disqualified.

6.0 Earnest Money Deposit (EMD)

6.1 Each Bid shall be accompanied by DD of EMD amount.

6.2 The EMD shall be in the form of a crossed demand draft/Pay Order in favour of

MUNICIPAL COMMISSIONER of Vadodara Municipal Corporation issued by

any nationalized bank or Scheduled Bank as per list mentioned in GR of

Finance Department, GR. No.: EMD/10/2018/18/DMO, Date: 16.04.2018,

payable at Vadodara.

6.3 The EMD of successful bidder shall be refunded after submission of security

6.4 The EMD of all the unsuccessful Bidders, except two lowest Bidders would be

returned within a period of eight (8) weeks from the date of announcement of

the successful Bidder. EMD of the second lowest Bidder would be returned

within a period of four (4) weeks from the signing of the contract with the

successful Bidder.

6.5 The EMD shall be forfeited in the following cases:

Tender Documents 8 Mechanical Department

Tender For Supply and Delivery of Tractor Trailer for Vadodara Municipal Corporation

(a) If the Bidder withdraws its Bid during the interval between the Bid Due

Date and expiration of the Bid Validity Period.

(b) If the successful Bidder fails to provide the Security Deposit within the

stipulated time or any extension thereof provided by VMC.

7.0 Format and Signing of Bid

7.1 The Bidder would provide all the information as per this Tender Document.

VMC would evaluate only those Bids that are received in the required format

and are complete in all respects. Each Bid shall comprise the following:

(a) Detailed technical proposal as per details required in tender doc.,

describing detail technical specification.

(b) Details of the Bidder in the format set out in Appendix

(c) The Bidder shall submit Experience Certificates in the format Appendix

& 8 and other documents in support of meeting the Pre-Qualification

Criteria as set out in Appendix

(d) Financial Bid shall be submitted online only as per format set out in

(e) Tender fee in the form of D.D. as stated above in favour of Municipal

Commissioner, Vadodara payable at Vadodara as evidencing purchase of

the Tender Document along with qualification documents.

(f) The successful Bidder shall have to duly sign all the sheets of the Tender

Document issued by the VMC in original or downloaded from the VMC

website immediately after issuance of the Letter of Award by VMC.

(g) EMD should be submitted as prescribed in Clause 7 above.

7.2 The bid shall be typed or written in indelible ink and each page shall be initialled

by an authorised signatory of the Bidder or an Individual, as applicable. All the

alterations, omissions, additions, or any other amendments made to the

Quotation shall also is initialled by the person(s) signing the Bid.

7.3 Bidder has to submit all the relevant information like:

(a) Warranty conditions (schedule of all free service)

(b) Detailed client list to which such type of vehicles have been supplied by

(c) Details of Technical experience of the Bidder.

(d) Make & model of chassis with all technical details.

(e) Drawings and data sheet in Appendix 6 of the proposed equipment‟s.

(f) The list of Fast moving and maintenance spare parts along with original

technical brochures, parts catalogues, details of all standard and

specialized tools and equipment required for equipment maintenance

(g) ARAI/CMVR certificate for compliance of latest BS Norms for chassis.

(h) Innovative Features in the Suction machines

Tender Documents 9 Mechanical Department

Tender For Supply and Delivery of Tractor Trailer for Vadodara Municipal Corporation

(i) Work orders, Performance certificates issued by the clients, etc.

8.0 Sealing and Marking of Bid

8.1 The outer envelope must be super-scribed with the following information:

(a) Name of work and pro no.

(b) Name and Address of Bidder

(c) Contact person and phone numbers

8.2 If the envelope is not sealed and marked as instructed above, VMC assumes

no responsibility for the misplacement or premature opening of the contents of

the Bid submitted and such Bid, may, at the sole discretion of VMC, be

8.3 The envelope shall be addressed to:

ATTN. OF: Office of Executive Engineer (Mechanical)

ADDRESS: Room No. 132, Mechanical department, Vadodara Municipal

Corporation, Khanderao Market Building, Rajmahal Road, Vadodara –

And submitted through R.P.A.D. / speed post only

Email: [email protected]

9.0 Bid Due Date

9.1 Online Bids should be submitted before the time and hour specified in the

“General Description of Work” in the manner and form as detailed in this Tender

Document. Bid submitted by either facsimile transmission or email or in person

will not be accepted

9.2 VMC may, in exceptional circumstances, and at its sole discretion, extend the

above Bid Due Date by issuing an Addendum.

10.0 Opening of Bids and Clarifications

10.1 Online opening of Bids shall mostly be done on Bid Due Date as mentioned

above in the „General Description of Work‟ for the purpose of evaluation.

10.2 VMC reserves the right to reject any Bid not submitted on time and which does

not contain the information / documents as set out in Clause

10.3 To facilitate evaluation of Bids, VMC may, at its sole discretion, seek

clarifications in writing from any Bidder regarding its Bid.

11.0 Evaluation

11.1 As part of the evaluation, the Bids shall be checked for responsiveness with the

requirements of the Tender Document and only those Bids which are found to

be responsive would be further evaluated in accordance with the criteria set out

in this Tender Document.

11.2 The Bid would be considered to be responsive if it meets the following

Tender Documents 10 Mechanical Department

Tender For Supply and Delivery of Tractor Trailer for Vadodara Municipal Corporation

(a) It is received /deemed to be received by the Bid Due Date including any

extension thereof.

(b) It is signed, sealed and marked as stipulated in Clause 8 and Clause

(c) It contains all the information and documents as requested in the Tender

(d) It contains information in formats specified in this Tender Document.

(e) It mentions the validity period as set out in Clause

(f) It provides information in reasonable detail. (“Reasonable Detail” means

that, but for minor deviations, the information can be reviewed and

evaluated by VMC without communication with the Bidder). VMC reserves

the right to determine whether the information has been provided in

reasonable detail.

(g) There are no inconsistencies between the Bid and the supporting

A Bid that is substantially responsive is one that conforms to the preceding

requirements without material deviation or reservation. A material deviation or

reservation is one:

i. Which affects in any substantial way, the scope, quality, or performance of

the project, or

ii. Which would affect unfairly the competitive position of other Bidders

presenting substantially responsive Bids

11.3 VMC reserves the right to reject any Bid, if:

(a) If the tender is incomplete; or

(b) At any time, a material misrepresentation is made or discovered; or

(c) The Bidder does not respond promptly and diligently to requests for

supplemental information required for the evaluation of the Bid.

11.4 In case the Bid is found to be responsive, the Bid would be evaluated in

accordance with the Qualification Criteria as set out in Appendix

11.5 In case the Bid is found to be inadequate, VMC may request the Bidder to

provide additional information as may be required by VMC. As part of the

evaluation of the Bid, VMC may also request the Bidder to submit clarifications.

11.6 The Financial Quotations of only those Bidders, who meet the Qualification

Criteria, would be opened.

11.7 Overall (Total of Tractors and Low bed Trailers offer) lowest bidder consider as

L1 and VMC may either choose to accept the Price Bid of the Preferred Bidder

or invite him for further negotiations.

11.8 In case there are two or more Bidders quoting the same price, VMC may in

such case call all such Bidders for sealed negotiations and select the Preferred

Tender Documents 11 Mechanical Department

Tender For Supply and Delivery of Tractor Trailer for Vadodara Municipal Corporation

Bidder on the outcome of the results from the sealed negotiations. The

selection in such cases shall be at the sole discretion of VMC.

12.0 The decision of lowest rate will be on the basis of sum of rates (Tractors + Low Bed

Trailers) quoted.

13.0 In the event of acceptance of the Preferred Bidder with or without negotiations, VMC

shall declare the Preferred Bidder as the Successful Bidder. VMC will notify the

Successful Bidder through a Letter of Award (LoA) that its Bid has been accepted.

14.0 No Price variation clause shall be applicable.

15.0 The technical specification for Tractors & Low Bed Trailer is given in Tender Doc.,

however Bidder are advise to personally visit designated locations / site in Vadodara

City, for better understanding of requirement of VMC.

The approved Bidder shall be deemed to have carefully examined the total work;

conditions, specifications, size, make and drawings, scope of work, etc. of the goods

to be supplied.

16.0 VMC will do necessary and required testing of material or any part of entire system, if

required, from government approved laboratory, as per instruction of Engineer in

Charge for the same and cost of the testing will be borne by the Bidder.

17.0 Entire equipments shall be inspected / verified by VMC with the specification of VMC

on successful supply, delivery, testing & commissioning and operational capabilities

of the equipments.

18.0 The Bidder can contact for more information and details regarding tender to the

Office of the Executive Engineer, Mechanical Department, Vadodara Municipal

Corporation, Vadodara-360209. Mobile: 098258 01942; 098258

19.0 Conditional offer will not be accepted and same will be treated as non-responsive.

HOD, Mechanical dept. VMC reserves the right to accept or reject such tenders

without assigning any reason there of and without any financial implications to VMC.

20.0 The Bidder has to furnish the undertaking on the non-judicial stamp paper of

Rs.300/- duly Notarized regarding his firm is not blacklisted in anywhere in India

as on date of at the time of e-tendering. The information should be accurate and the

coverage of this undertaking should also include cases which are sub-judice and/or

under litigation. This undertaking should be submitted online as well as during the

physical submission of Qualification documents.

This should also include such cases, which are in process/progress. The Bidder

should provide accurate information on any litigation history or arbitration resulting

from contracts completed or under execution by them over the last ten years.

Any Bidders are not eligible to participate who has been blacklisted (including

cases which are sub-judice and/or under litigation) by any of Govt. Department or

any ULB‟s (Urban Local Bodies in India). If it comes to the notice of the VMC

authority at any point of time, during the tendering or execution stage of the work that

the Bidder has been blacklisted by any Govt. Organization (as mentioned above),

then all the payments due to him shall be forfeited and firm will be blacklisted.

Tender Documents 12 Mechanical Department

Tender For Supply and Delivery of Tractor Trailer for Vadodara Municipal Corporation

A consistent history of awards against the Bidder may result in failure of the bid. In

case the Bidder has not provided such information and has come to the notice of the

Authority the tender will be rejected at whatsoever stage and in such case all the

losses that will arise out of this issue will be recovered from the Bidder/Contractor

and he will not have any defence for the same.

21.0 No price preference will be given to SSI units or Khadi Gramudhyog Units.

22.0 e-Technical Bid will be opened online as per milestone dates and after evaluation of

e-Technical Bid, e-Price Bid will be opened only of those Bidders who will be

qualified in e-Technical Bid evaluation. Date of opening of e-Price bid will be

intimated only to those Bidders who will be qualified in e-technical bid evaluation.

23.0 Tender fees will not be refunded under any circumstances.

24.0 EMD in the form specified in Technical Bid only shall be accepted.

25.0 Tender offers without tender fees, Earnest Money Deposit (EMD) and which do not

fulfil all or any of the condition or submitted incomplete in any respect will be rejected.

26.0 Bidder shall submit necessary registration certificate like GST number registration

copy & any other if required for execution of such work as per government rules

along with tender document.

27.0 Security Deposit

The successful Bidder would be required to submit Security Deposit amounting to 3%

of the value of the Total Order in the form of a crossed demand draft issued in favour

of Municipal Commissioner, Vadodara Municipal Corporation issued from any

nationalized bank or Scheduled Bank as per list mentioned in GR of Finance

Department, GR. No.: EMD/10/2018/18/DMO, Date: 16.04.2018, payable at

Vadodara. Security should be valid till Warranty Period.

28.0 Performance Security

The successful Bidder would be required to submit Performance Security amounting

to 5% of the value of the Total Order in the form of an Irrevocable Bank Guarantee

issued by a Nationalized bank or Scheduled Bank issued in favour of Municipal

Commissioner, Vadodara as per list mentioned in GR of Finance Department, GR.

No.: EMD/10/2018/18/DMO, Date: 16.04.2018 located in India in VMC format (refer

Appendix 5) shall also be acceptable.

29.0 Agreement:

The successful Bidder shall be required to enter into an agreement for due

performance of the contract. The stamp duty on all documents to be executed in

connection with this contract to be entered into shall be borne by the Bidder.

If the Bidder fails to submit the agreement deed in the stipulated time limit, the

E.M.D. for this contract will be forfeited and the Bidder will be black listed for this

30.0 Bidder’s responsibility

While every effort has been made to provide comprehensive and accurate

background information and requirements and specifications, however Bidders

Tender Documents 13 Mechanical Department

Tender For Supply and Delivery of Tractor Trailer for Vadodara Municipal Corporation

should form their own conclusions about the methodology/ solution needed to meet

the requirements.

All information supplied by Bidders may be treated as contractually binding on the

Bidders, on successful award of the assignment by the VMC on the basis of this

No commitment of any kind, contractual or otherwise shall exist unless and until a

formal written contract has been executed by or on behalf of VMC. Any notification

of preferred Bidder status by VMC shall not give rise to any enforceable rights

by the Bidder. The VMC may cancel this public procurement at any time prior to a

formal written contract being executed by or on behalf of the VMC.

This RFP supersedes and replaces any previous public documentation &

communications, and Bidders should place no reliance on such communications.

The Financial Assessment for the Project are being provided only as a preliminary

reference document by way of assistance to the Bidders who are expected to carry

out their own surveys, investigations and other detailed examination before

submitting their Bids.

Notwithstanding anything to the contrary contained in this RFP, the detailed terms

specified in the draft Contract shall have overriding effect; provided, however, that

any conditions or obligations imposed on the Bidder hereunder shall continue to have

effect in addition to its obligations under the Contract.

The Bidder should submit a Power of Attorney authorizing the signatory of the

Proposal to commit the Bidder.

Tender Documents 14 Mechanical Department

Tender For Supply and Delivery of Tractor Trailer for Vadodara Municipal Corporation

GENERAL TERMS AND CONDITIONS

1. SUPPLY AND DELIVERY SCHEDULE

The selected Bidders have to ensure that supply and commissioning work for the 12-nos. of

Tractor & 10-nos Low Bed Trailer should be completed within 120 Days from the date of

issuance of the Work Order. Equipment will be delivered at the designated location as

informed by VMC at Vadodara, as per specification required and the Bidder shall intimate

department of VMC of the schedule of inspection at least 20 days prior to scheduled delivery

date. Supply period 120 days, inclusive of all inspection procedure, rectification of any

suggestion during inspection etc. So it is advisable to call for third party inspection at least

20 days prior to schedule delivery day. After intimation for inspection the TPI will be done

within 15 days. More time taken in TPI not calculated for late delivery.

As per requirement VMC will give delivery schedule (if delivery required in staggered

manner/delay) to the successful Bidder. The price quoted as per Price Bid, will be valid for

the entire procurement period, which will be binding to the Bidder and no price variation shall

be entertained.

Delivery location: Office of the Vehicle Pool Department, Vadodara Municipal

Corporation, Near Bhutadi Zapa, Fatehpura, Vadodara - 390006, Gujarat at site

specified by VMC

2. INSURANCE, TRANSPORTATION, TAXES & RTO FORMALITIES:

Bidder has to quote the total price, net including of all taxes, GST & duties etc. and for

evaluation and finalization purpose, the total price will be taken in to consideration.

Transportation, Packing, Forwarding, Transit & Comprehensive Insurance and Registration

charges are included in the indicated price.

 The Bidder is solely responsible for transit and all other insurances till the completed

units are delivered at the delivery location. The Scope & liabilities of bidder will be

continues till the machines would receive by consignee.

 Bidder must make their own arrangements to obtain import license if necessary.

 The Bidder shall be responsible for transit insurance including third party insurance

and all liabilities till receipt of the units at the premises of VMC and pay for RTO

passing related charge. The Bidder shall be responsible for Registration of the

vehicle as per VMC‟s instruction and all the charges shall be to Bidder‟s account.

 A prototype certificate has to be produced by the manufacturer so that machine can

be registered with the local transport authority at the Bidder's cost.

For the Supplied Equipment Submission of all relevant documents like; TPI reports,

Registration Book, comprehensive Insurance, all taxes, RTO Formalities, etc. at Office of

the Vehicle Pool Department, Vadodara Municipal Corporation, Near Bhutadi Zapa,

Fatehpura, Vadodara -

The Bidder shall provide coverage for all items against transits risk, Accident to acquisition,

Transport delivery up to destination and accident in trial and testing.

However, the Bidder has to submit all necessary valid documents as per the requirements of

local RTO, VADODARA and have to cooperate at their level best to get the vehicle

registered in time. If RTO will not register vehicles due to design and/or other problem, same

will be rejected by VMC.

Tender Documents 15 Mechanical Department

Tender For Supply and Delivery of Tractor Trailer for Vadodara Municipal Corporation

4. INSPECTION, TESTING & DOCUMENTATION

Equipment inspection shall be carried out by authorized representative of VMC as per the

terms specified in Tender.

The duly authorized representative of VMC or Third Party Inspection Agency shall at all

reasonable time have access to the Bidders premises and shall have the power at all

reasonable time to inspect and examine the materials and workmanship of the equipment/

machineries during manufacturing process or afterwards as may be decided.

The Bidder shall furnish complete address of premises of his office, warehouse and

workshop where inspection can be made together with name and address of the person who

is to be contacted for the purpose.

The Biddershall make arrangement including lodging, boarding, Transportation for inspection

of the equipment by Third Party along-with VMC Official, before delivery, at factory site as

required. Inspection of the equipments will also be carried out at Vadodara at delivery sites

specified by VMC. If any discrepancy is found in the material supplied and technical

specifications approved, the same lot shall be rejected and Bidder will collect rejected

material within seven days. No claim for the rejected material shall be entertained. All the

inspection charges shall be to Bidder‟s account.

An authenticated test certificate in confirmation to the specifications of the tender for which

testing at site is not possible has to be produced by the Bidder. The Bidder have to furnish

all Drawings and Certificates and Xerox copies of bills of materials those are required and

demanded by Engineer-in-charge of VMC or Third Party Inspecting Agency.

Articles not approved during inspection or testing shall be rejected and will have to be

replaced by the Bidder at his own cost within the time.

5. MODIFICATION OR VARIATION

Any modification or variation or any changes in work or technical specifications done by

VMC's Engineer-in-charge or Third Party Inspecting Agency and Bidder have to follow these

changes without any dispute and argument. (No extra cost will be given for the modifications

If VMC does not purchase or issue work for any of the tender articles, work or purchases

less than the quantity indicated in the tender form, the Bidder should not be entitled for any

compensation. The indicated quantities can be increased/decreased depending upon the

VMC requirement.

6. JURISDICTION

In the event of any dispute or difference arising out of this tender / contract, the jurisdiction of

the Court shall be Vadodara (Gujarat) only. While executing the agreement, the Bidder shall

be governed at all times by all laws, regulations etc., in force in Gujarat State.

In the event of any problem, dispute or difference arising out of or under this contract, the

decision of the Municipal Commissioner (VMC), Vadodara, will be final and binding to the

parties to this contract.

Tender Documents 16 Mechanical Department

Tender For Supply and Delivery of Tractor Trailer for Vadodara Municipal Corporation

8. STATUTORY VARIATIONS IN TAXES & DUTIES

The price of the equipment quoted by the Bidder will be on the basis of current taxes and

levies. If there will be any statutory change in the statutory tax / levies Govt. on the finished

products that will be to the account of consignee i.e. VMC, and same will be paid by VMC on

receipt of necessary documentary evidence from the Bidder.

9. LIQUIDATED DAMAGES

If the Bidder fails to deliver any or all of the equipment as per the delivery schedule, VMC

deduct from the contract price as liquidated damages (Late delivery penalty) calculated

on the basis of delayed days for delayed quantum (delayed work amount) of work and

rate of calculation will be 0.5% per week of delivery price which will be recovered from

the Bidder without any reference to the Bidder. The delay shall include equipment

installation (supply, testing, transport and delivery) and commissioning within 07 days of

delivery (completion of field tests). The amount of Liquidated damages will be however

subject to the maximum of 10% of the total contract sum. Delay in excess of 120-days

from the scheduled date of delivery may be cause for termination of contract and forfeiture of

all security for performance.

10. EXTENSION FOR DELAY-

If the supply is delayed by (1) Force Majeure,(2) Serious losses, damage by fire, (3) Strike,

Band, Curfew, lockdown, Rally, Heavy rains, Flood, Cyclone, Earthquake or Natural

Calamities occurs, (4) Electricity staggering, (5) Any other case, which is beyond the

control of contractor, then the Municipal Commissioner of VMC will decide period of delay

11. PAYMENTS DUE FROM CONTRACTOR

The VMC shall be entitled to recover costs, damages, or expenses for which under the

contract, the Contractor is liable to the VMC from any money due or becoming due to the

Contractor under the contract or Municipal Commissioner will have the liberty to recover the

amount from the Contractor.

12. The Contractor shall not assign or sub-let his contract any substantial part thereof to any

other agency without the written permission of Municipal Commissioner, VMC/ appropriate

authority of VMC.

13. All article supplied shall strictly conform to the specifications, trademark laid down in the

14. Any change in the constitution of the firm/association etc. shall be notified forthwith by

the Contractor in writing to the Corporation and such change shall not relieve any former

member of the firm, etc., from any liability under the Contract.

15. TRAINING OF VMC PERSONNEL

All personnel designated by VMC to be responsible for the operation and maintenance/repair

of the equipment shall be provided with practical training in the use and routine maintenance

of the equipments at Premises of VMC. The Bidder shall provide a training program of the

purchaser‟s personnel immediately after the delivery of the equipment. Apart from the above

the manufacturer trained staff of Bidder shall impart training to the nominated staff of VMC

on an annual basis.

Tender Documents 17 Mechanical Department

Tender For Supply and Delivery of Tractor Trailer for Vadodara Municipal Corporation

All costs for the Bidder‟s personnel involved in the training and any incidental expenses shall

be included in the Bidder‟s rate. All costs of the Purchaser‟s personnel and provision of

training shall be borne by the Bidder. At least two personnel w.r.t. each vehicle/equipment

shall be trained for operating and same numbers for maintenance/repairs. According to the

requirement VMC may change these numbers, which shall be binding to Bidder.

16. CONSUMABLE AND SPARES

The Bidder will provide separate comprehensive lists of:

 The list of Fast moving and maintenance spare parts along with original technical

brochures, parts catalogues and O&M Manual and,

 The details of all standard and specialized tools and equipment required within a

one-year service period for maintenance and repairs of the supplied equipment.

 The successful bidder shall bind to supply all items, which may reasonably be

required for repair and maintenance at least for 10 years. The undertaking for the

same have to submit with bid.

 Such lists shall include the details of the recommended items like description,

manufacture‟s catalogue number, unit price of each item, recommended quantity,

and total price, the estimated cost and time of delivery shall be provided separately in

the tender schedule, however, this will not be considered in bid evaluation.

17. Schedule of equipment and technical specifications:

 The Bidders shall complete the schedule(s) and technical specifications for the goods

and equipment to be supplied in their entirety so as to demonstrate their compliance

with the requirements of the bidding documents.

 The materials, equipment and services to be supplied under the contract shall be like

that use of such materials equipment and services shall not infringe or violate any

industrial property or intellectual property rights or claims of any third party.

The Bidder will submit drawings of the proposed equipments (for both Tractor and Low bad

Trailers individually) along with the Technical bid. Successful Bidder will be required to

submit detailed drawings of all the equipments.

19. SPECIFICATIONS AND STANDARDS

 The Bidder shall ensure that the goods and related services comply with the technical

specifications and other provisions of the contract.

 The goods and related services supplied under this contact shall conform to the

standards of the technical specifications, when no applicable standard is mentioned; the

standards shall be equivalent or superior to the official standard whose application is

appropriate to the country of origin of the goods and suitable to Indian (VADODARA)

weather conditions and usage.

 Wherever references are made in the contract to codes and standards in accordance

with which it shall be executed, the edition or the revised version of such codes and

standards shall be those specified in technical Specifications. During contract execution,

any changes in any such codes and standards shall be applied only after approval by the

Corporation and shall be treated in accordance with the conditions of contract.

Tender Documents 18 Mechanical Department

Tender For Supply and Delivery of Tractor Trailer for Vadodara Municipal Corporation

21. RIGHT TO ACCEPT OR REJECT TENDER

The right to accept the tender will rest with the VMC. VMC however, does not bind itself to

accept the lowest tender, and reserves to itself the authority to reject any or all the tenders

received without assigning any reason whatsoever and without any financial implications to

VMC. Tenders in which any of the particulars and prescribed information are missing or

are incomplete in any respect and/or the prescribed condition is not fulfilled are liable to

be rejected. In addition to the above, the tender will also be liable to be rejected outright if -

 The bidder proposes any alterations in the works specified or in the time allowed for

carrying out the work or any condition or correction made in any code or schedule or

specifications.

 Any of the page or pages of the initialled tender submitted with the bid is/are removed or

replaced or modified.

 All corrections, additions or pasted slips are not initialled by the Bidder.

22. PAYMENT TERMS

For Supply of equipment as per Appendix I

100% of the supply of entire equipment [Tractors and Trailers] within 45 days of

satisfactory delivery at our site.

To receive the payment, you must complete/submit the following:

RTO Registration: All the Tractors and trailers must be successfully registered with the

RTO and after receiving of RC Books payment will be released.

TPI Release Note: Inspection clearance certificate from the Third-Party Inspection

Commissioning: The entire system must be commissioned and tested to ensure it is in

full working condition.

Documentation: Submission of the original Invoice along with all other necessary legal

and technical documents.

Note: Please ensure all documents are submitted correctly. Incomplete or improper

submissions may lead to delays in the payment process.

23. TAXES AND DUTIES

The quoted price should be inclusive of all taxes and duties for supplied equipments.

Transportation, Packing, Forwarding, transit insurance, Comprehensive Insurance, RTO

Registration charges of 12-nos Tractors & 10-nos Low Bed Trailers, etc are included in the

indicated price. However any change in the GST, govt. statutory levies on sales will be

considered at actual for which Contractor will have to submit necessary documentary proofs

as required by department.

24. WARRANTY PERIOD

Bidder shall warrant that the supply against faulty materials and workmanship for Entire

Supply and Delivery of 12-nos Tractors & 10-nos Low Bed Trailers for Vadodara

Municipal Corporation for a period of 12 months from the date of delivery & acceptance of

the equipment by VMC. The Bidder shall correct any defects covered by the warranty

immediately on being notified by the Purchaser of the occurrence of such defects.

Tender Documents 19 Mechanical Department

Tender For Supply and Delivery of Tractor Trailer for Vadodara Municipal Corporation

Warranty for Battery & other imported equipment will be as per manufacturer‟s norms.

Successful contractor would be liable for the particular said warranty.

Successful contractor have to arrange Minimum 03 or More No of Timely Schedule

Free Services with Consumable, oils, Filters, Spares Etc. under warranty period. No

Extra payment will be made by VMC under warranty period for Such Free Services

including Consumable, oils, Filters, Spares & Labour Work etc. (submit Time

Schedule of 3-nos free service.)

Bidder undertakes that the equipment shall be warranted against faulty materials and

workmanship and shall confirm as per Technical Specifications specified in Tender along

with Declaration of Free Service with Consumables during Warranty Period.

Successful contractor have to arrange to attend the complaint call within 24-hours and

25. FORFEITURE OF SECURITY DEPOSIT

Security deposit in full or part may be forfeited in the following cases:-

 When any terms and conditions of the contract is breached

 When Bidder fails to make complete supply, installation, commissioning and testing of

the equipments/ machineries satisfactorily. The decision of the Municipal Commissioner,

VMC in this regard shall be final.

26. FORCE MAJEURE

Force Majeure shall mean such an Event or Circumstance or combination of Events and

Circumstances which are beyond the reasonable control of the Affected Party and which the

affected party could not have prevented by Good Industry Practice or by the exercise of

reasonable skills and care for the purpose of discharging its obligations under the Contract.

The Force Majeure will tend to have material adverse effect on the performance of such

affected party.

Following shall be the events and circumstances of Force Majeure:

Act of War (whether declared or undeclared), invasion, armed conflict or act of foreign

enemy, blockade, revolution, riots, insurrection, civil commotion, act of terrorism, or

The expropriation or Compulsory acquisition or seizure of the assets of the Contractor by

any Governmental Instrumentality, provided that this clause shall not apply where such Act

constitutes a remedy or sanction lawfully exercised as a result of a breach by the Contractor

of any Indian law or Indian Directive but excluding any change in law;

Act of Government;

Act of God, epidemic, lightning, earthquake, cyclone, whirlwind, flood, tempest, storm,

drought, lack of water or other unusual or extreme adverse weather or environmental

conditions, action of the elements, meteorites, fire or explosion to the extent generated from

the source external to the Contractor or his assets due to reasons other than, those caused

by negligence of the Parties, chemical or radioactive contamination or ionizing radiation.

Procedure for Calling Force Majeure: The affected party shall notify to the other party in

writing of the occurrence of the Force Majeure as soon as reasonably practicable, and in any

Tender Documents 20 Mechanical Department

Tender For Supply and Delivery of Tractor Trailer for Vadodara Municipal Corporation

event within 24 hours (Twenty Four hours) after the Affected Party knew, or ought

reasonably to have known, of its occurrence and that the Force Majeure would be likely to

have a material impact on the performance of its obligations under the Contract.

The notice shall include full particulars of the nature of Force Majeure event, the effect it is

likely to have on the Affected Party‟s performance of its obligations and the measures, which

the Affected Party is taking, or proposes to take, to alleviate the impact of the Force Majeure

Event and restore the performance of its obligations. When the affected Party is able to

resume performance of its obligations under this Contract, it shall promptly give the other

party written notice to that effect provided that in no event shall the suspension of

performance be of greater scope and of longer duration than is necessitated by Force

The rights and obligations of the Affected Party shall be suspended to the extent they are

affected by the Force Majeure. VMC shall not be liable to make any payments to the

contractor for it being affected on account of Force Majeure except for the charges specified

in the RFP which shall be payable only for a duration of not more than 15(Fifteen) days from

the date Force Majeure is declared.

VMC reserves the right to terminate the contract if the Force Majeure continues for more

than 15 (Fifteen) days at a stretch.

Notwithstanding the provisions of tender, the Bidder shall not be liable for forfeiture

of its performance security, liquidated damages or termination for default, if and to

the extent that, its delay in performance or other failure to perform its obligations

under the Contract is the result of an event of Force Majeure.

For purposes of this Clause, “Force Majeure” means an event beyond the control of the

Bidder and not involving the Bidder's fault or negligence and not foreseeable. Such

events may include, but are not limited to, acts of the Purchaser either in its sovereign or

contractual capacity, wars or revolutions, fires, floods, epidemics, quarantine restrictions and

freight embargoes.

If a Force Majeure situation arises, the Bidder shall promptly notify the Purchaser in writing

of such conditions and the cause thereof. Unless otherwise directed by the Purchaser in

writing, the Bidder shall continue to perform its obligations under the Contract as far as is

reasonably practical, and shall seek all reasonable alternative means for performance not

prevented by the Force Majeure event.

27. TERMINATION OF CONTRACT

The Contract shall stand terminated at the end of the Contract period unless extended by the

VMC in writing. VMC has the right to terminate the Contract by giving prior written Notice of

at least 60-days.

28. FORECLOSURE OF CONTRACT IN FULL OR IN PART

If at any time after acceptance of the tender VMC shall decide to abandon or reduce the

scope of the works for any reasons whatsoever and hence not require the whole or any parts

of the works to be carried out, he shall inform the Contractor in writing to that effect and the

Contractor shall have no claim to any payment or compensation or otherwise whatsoever, on

account of any profit or advantage which he might have derived from the execution of the

Tender Documents 21 Mechanical Department

Tender For Supply and Delivery of Tractor Trailer for Vadodara Municipal Corporation

works in full but which he did not derive in consequence of the foreclosure of the whole or

part of the works.

The Contractor shall be paid at the contract rates full amount of works executed, provided

always that nothing herein contained shall be deemed to render the Contractor is liable for or

in respect of or to indemnify VMC against any compensation or damage causes by the

Excepted Risks.

Tender Documents 22 Mechanical Department

Tender For Supply and Delivery of Tractor Trailer for Vadodara Municipal Corporation

Scope of work and Technical specification

General requirements

Tractor Specifications :-

Vehicle Emission Compliance Bharat Stage TREM IIIA/IV

Max Engine Power (HP) 43 –

Engine RPM at Max power 2000-2200

Maximum Engine Torque (Nm) 170-178

Engine RPM at max Torque (@rpm) 900-1200

Power Take off (PTO) Type Transmission

Maximum PTO Power (HP) 40 –

Engine Aspiration Natural

Engine Cooling Water cooled

Fuel Injection Inline

Fuel Tank Capacity 50-55 ltr

Ground Clearance 395-430 mm

Wheel Base 1930 mm

Size of Front Tyre with Ply Rating 6.00 x 16 8 PR

Size of Rear Tyre with Ply Rating 13.6 x 28 12 PR

Tractor Transmission System Constant Mest

Type of Wheel Drive Two Wheel Drive

Drive Axle Rear

Type of Steering Power Operated

Tractor Brake Oil Immersed Disc Brake

Type of Clutch Dry Clutch

Color of Tractor Red/Blue

Tender Documents 23 Mechanical Department

Tender For Supply and Delivery of Tractor Trailer for Vadodara Municipal Corporation

Trailer Specifications :-

Low Bed Trailer 18 FT

Application Utilise for Catching And Transporting Stray Animals

Type Tractor Towed Low Height Trailer

Overall Length 22.6 Ft

Overall Width 7 Ft

Overall Height 6.6 Ft

Cage Dimensions

Chassis Frame The foundational structure that holds all components together and bears the load.

Long Member 150 x 75 M.S Channel Section The main parallel beams

(runners) that run the length of

the chassis. They carry the

Cross Member 150 x 75 and 75 x 40 M.S Channel Section Beams that connect the two

long members horizontally to

provide structural rigidity and

prevent twisting (torsion).

Towing Member 150 x 75 M.S Channel Section The front-most structural

component where the pulling

forces is applied, distributing

the towing stress to the main

Towing Hook Forged 35mm Dia Hook A robust, heavy-duty

attachment point used to

connect the chassis to a towing

vehicle (tractor, truck, etc.).

Provides structural integrity and

Base plate 5mm Thick M.S Chequered Sheet

initial liquid runoff.

10x10 mm M.S. Square/round Rod welded on base plate making pattern 100x100 mm

Square Grid to creates a "mechanical lock" for hooves to prevent sliding.

Avoid continuous welding along the entire length of the 10 mm rods. This can cause the base

plate to warp due to excessive heat.

Use stich welding or plug welding. Ensure all ends are capped with a weld to prevent

manure/moisture from getting underneath the bar.

A closed 100x100 mm "area" can trap urine and waste, leading to rapid corrosion. Leave

small 10–15 mm gaps at the corners of the squares or use a "staggered" brick pattern so

liquids can flow toward the drainage point.

Ensure all weld spatters are ground smooth.

Side And Front Wall 3 mm Thick M.S Corrugated At Bottom Portion

50 x 50 M.S Sq Pipe Main Pillers

25 x 25 Sq Pipe And 25 x 3 Flat Structure

Rear Door Light Weight Bottom Hinged Door Structure Made From

1.2mm Thick MS/Allu. Sheet Fitted On Wooden Sheet

Tender Documents 24 Mechanical Department

Tender For Supply and Delivery of Tractor Trailer for Vadodara Municipal Corporation

The door is specifically designed so that when fully open and acting as a ramp, there is no gap

between the trailer floor and the door surface. This is achieved by carefully positioning the

bottom hinges so the door’s surface meets the edge of the 5mm chequered floor plate

perfectly. Eliminating this gap prevents hooves from getting caught, reducing the risk of injury

to the animals during transit.

The door must be sturdy enough to withstand the concentrated load of hooves while

simultaneously offering the function as a smooth, safe, and silent loading ramp.

The door is integrated with a hydraulic cylinder system that facilitates a controlled, smooth

downward opening. This design prioritizes both safety and ease of use, providing a dampened

motion that prevents abrupt drops while maintaining structural integrity over repeated cycles

Very Low Height 500-600mm Approx

1 Step Height 200-250mm Approx

Trailer Specification

Axle 75x75 M.S Sq Bar-1Nos

Hub Steel Casting-2 Nos

Bearing Taper Roller-4 Nos

Tyres 9.00x16-16PR 2 Nos(APOLLO/CEAT/BIRLA/JK)

Suspension Rigid

Brake Parking And Service Type hand Operated Internal

Expanding Shoe brake Acting On Both Wheels

Parking Jack Screw Type

Accessories Tail Light

Paint Two Coat Of Epoxy Primer- Anticorrosive Primer

Two Coat Of Pu/Synthetic Enamel

Welding All Welding Work Should Be Mig Welding Only

Key Technical Considerations

 The Low Bed Trailer will have to comply with rules and regulations on safety and

emission regulations as may be notified by the Government for compliance on the

date of manufacture or registration of the vehicle as the case may be.

 The Low Bed Trailer design should be such as to meet all statutory requirements

applicable for such equipments. Further, the mounted structure should meet the

requirements of structural strength, stability, deflection, vibration, and roll over

protection etc. as per prescribed standards.

 The material used in the construction of Low bed trailer shall be as per Bureau of

Indian Standards (BIS)/ Automotive Industry Standards (AIS) specifications.

Wherever Indian standards are not available, internationally acceptable standards

may be referred/ followed. Specific reference of compliance to be furnished along

with test certificates from NABL accredited laboratories for the specific discipline for

the materials used for manufacturing of various major and critical components and

aggregates in view of performance and safety.

 The equipment shall be designed, fabricated, mounted and integrated as per various

govt. agencies / RTO rules/ norms.

 The bidder is required to submit comprehensive engineering drawings alongside all

relevant technical specifications. This documentation must provide a detailed

Tender Documents 25 Mechanical Department

Tender For Supply and Delivery of Tractor Trailer for Vadodara Municipal Corporation

overview of the proposed design, materials, and mechanical functionality. Upon

submission, the complete technical package will undergo a formal review and

evaluation process to secure final approval prior to the commencement of fabrication

or implementation.

Paint shall be sand blasted prior to spray painting and shall be spray-painted with two coats

of superior quality anti-corrosive primer and two coats of polyurethane paint of a reputed

make. The colour shade shall be of VMC choice.

All necessary finishing shall be carried out prior painting. The under chassis parts and the

portion shall be painted with anticorrosive material. Complete unit including cross and super

structure member shall be painted with superior quality antirust paint.

The whole equipment shall be painted with anti-corrosive primer before painting with two

coats of polyurethane paint of ISI approve make. All necessary indicative labels shall be

pasted on for easy operation.

a. All welding work must be MIG welding only. The welding wire shall be of ESAB/

ADOR/ L&T only.

b. All angle and channels and other raw materials shall be as per Indian standard.

c. All MS material shall be of Tata/ SAIL/ Jindal/ Vishakhapatnam steel/ Essar/ Ispat as

suggested in the tender (for angle/channel if not available of above brand then it shall

be of IS/ISO approved make) only. Contractor has to submit necessary test report

and/or invoice copies.

d. Paint must be of standard brand only like Asian, Esdee, Grand Polycoats, Nerolac,

Berger, ICI, Dulux and Shalimar only.

Accessories: Standard accessory should be provided

The following accessories shall be supplied along with each unit.

 Flash lamp – 1 no.

 Mud guards – 2 Nos.

 Mud Flaps – 4 Nos.

 Visual indicating light for PTO – 1 no.

 Tool Kit shall be provided

INSPECTION &TESTING OF EQUIPMENT

All described Inspection & Testing at manufacturer's works must be carried out on risk and

cost of the contractor for Tractor and Low bed Trailer as per the terms of this tender.

Inspection and checking of details of various components specified in the specifications and

agreed by the bidder, particularly the details of engine, drive system, brakes, hydraulic

system, electrical system, make, dimensions, etc.

Tests on equipment at manufacturer‟s works/field test shall be carried out as per applicable

Tender Documents 26 Mechanical Department

Tender For Supply and Delivery of Tractor Trailer for Vadodara Municipal Corporation

standards / codes and specifications.

 All inspection, testing and examination shall be carried out in presence of Client‟s

engineer/ engineers.

 The certificate of the materials of the individuals units as well as internal test

certificate for the complete unit shall be submitted.

Pollution Norms

Offered Tractor + Low bed Trailer should be fulfilling Tender Specification and confirming to

BS Stage as per Technical specification.

Vehicle Registration

Registration of the Tractors and Trailers must be done at Vadodara District, R.T.O. only.

Registration must be done in favor of “Municipal Commissioner, Vadodara”.

Tender Documents 27 Mechanical Department

Tender For Supply and Delivery of Tractor Trailer for Vadodara Municipal Corporation

Supply and Delivery of 12-nos Tractor & 10 Nos of Low Bed Trailer for Vadodara

Municipal Corporation as per Technical specification. The details of the Equipments with

capacities, to be procured are set out in the following table:

SN Tools and Equipments

1 Supply and Delivery of 12-nos. Tractor as per specification of

tender for Vadodara Municipal Corporation

Supply and Delivery of 10-nos. Low Bed Trailer (Tractor drawn)

as per specification of tender for Vadodara Municipal Corporation

Quoted price of Tractor with Low Bed Trailer installed on suitable

chassis should be inclusive of all taxes and duties like GST, To & Fro,

Transportation charges, Transits Insurance, entry taxes, other

applicable levies, comprehensive insurance, RTO passing charges

(Tractors + Low Bed Trailers) and F.O.R. at Vehicle pool Department,

Bhutadi Zapa, Fatehppura Vadodara Municipal Corporation,

Note: The actual number of units may vary and will be at the sole discretion of VMC

Tender Documents 28 Mechanical Department

Tender For Supply and Delivery of Tractor Trailer for Vadodara Municipal Corporation

Qualification and Eligibility Criteria

Online e-tenders invited for Supply and Delivery of 12-nos Tractor & 10 Nos of Low Bed

Trailer for Vadodara Municipal Corporation as per Technical specification from reputed

qualified manufacturers who meet the criteria as prescribed in this section.

Eligibility Criteria

A. Only duly registered firm/ company / sole proprietorship firm can submit bids. Provide

certificate of incorporation, Company registration, name change if any, GSTIN

Registration, PAN Number, PF Registration, factory licence, ISO 9001-2015, etc.

B. Manufacturer, Registered under NSIC shall be preferable while technical bid

C. The Bidder should be a Manufacturer or Channel Partner or Authorized Dealer or

experienced supplier of such type of vehicles. The Bidder must meet the requisite

quantity and other criteria for vehicles supply and performance as mentioned in the

experience clause in this RFP.

D. As Vadodara Municipal Corporation concerned with Emergency services, the bidder

should have own workshop within the radius of around 150 km from VMC just to get

the smooth services as and when required. Documentary evidence should be

submitted along with the bid.

Financial Criteria

A. The Average Annual Turnover of the Bidder should be at least ₹ 150 Lakh in last

financial years. Separate Chartered Accountant‟s certificate shall be attached along

B. The bidder must submit a Bank Solvency Certificate for a minimum amount of ₹

Lakh. This certificate must be issued by a Nationalised or Scheduled Bank and

should not be older than one year from the date of tender submission.

Experience Criteria

The Bidder must demonstrate a proven track record of directly manufacturing or supplying

specialized tractors and low-bed trailers specifically utilized for animal or cattle transportation

in India within the last 07 years in India. All necessary documentary evidence in support of

the Bidder meeting the qualification requirement shall be submitted along with the bid

A. Three similar works of Supply of similar vehicles should not be less than 40% of Bid

Estimated value.

B. Two similar works of Supply of similar vehicles should not be less than 50% of Bid

Estimated value.

C. One similar works of Supply of similar vehicles should not be less than 80% of Bid

Estimated value.

Tender Documents 29 Mechanical Department

Tender For Supply and Delivery of Tractor Trailer for Vadodara Municipal Corporation

Similar work means work related to Manufacturing or Supplying of Similar vehicles (similar

vehicles mean Tractor and Low Bed Trailer whether supplied as a combined unit or as

individual components) supplied to Government or semi-government or Municipal

Corporation or ULB or PSU in India.

If a bidder does not meet the standard experience criteria (40% for three works, 50% for two

works, or 80% for one work), the experience in the direct manufacture or supply of at least

12-nos.tractors and 10-nos.low-bed trailers specifically designed for animal or cattle

transportation. These units may have been supplied as combined tractor-trailer sets or as

individual components through one or more work orders within the last seven years to any

Government, Semi-Government, Municipal Corporation, or Urban Local Body (ULB) in India

The bidder must also furnish 3A Form/ Performance certificate from Government or semi-

government or Municipal Corporation or ULB or PSU in India with self-attested copies of

purchase orders received from those clients and acceptance certificate in support of

experience shown for meeting the above criteria. The certificate shall be issued by the

authority not below the rank of Executive Engineer or General Manager. In absent of such

3A Form/ Performance certificate, experience shall not be considered for evaluation.

The bidder shall furnish the list of Municipal Corporations/ ULBs/ PSU/ other Government

Institutions with address & telephone number to whom similar vehicle have been supplied

during the preceding 7 years and the numbers of similar vehicle such supplied vehicles. The

bidder should certify that the offered shall meet all the technical parameters as specified in

the tender and submit the detailed technical specification and documents mentioned in the

below list. For technically Evaluation only consider online submitted documents.

1 Demand Draft for Tender fee and EMD

2 Details of Organization set up and evidence of workshop within the radios of around 150 k.m. from VMC

3 Technical staff Details

4 Registration Certificate of Firm /Company, Factory License

5 Copy of performance certificate of machine supplied earlier by the Bidder as per Appendix

6 Bank Solvency Certificate

7 Copy of PAN Card/ GST Registration

8 Copy of Registration under ISO:9001-2015

9 Copy of PF Registration & latest receipt of EPF contribution

10 Last three year turn over certificate (CA certified copy) (F.Y. 22-23,23-24,24-25)

11 Last two year IT return copy (F.Y. 23-24,24-25)

12 Not Black Listed in any Semi. Govt. / Govt. certificate (Declaration On Rs, 300 stamp paper)

13 Attested Copy of the power of attorney or signatory authority to sign the contract on behalf of the company

14 Technical and general specifications of equipment‟s being offered on letterhead and Technical

presentation in support of the Technical Bid with all credentials and salient features of the equipment

15 Filled up Data Sheet as per Appendix 6 meeting the technical requirements and technical Drawing

16 Signed copy of the RFP

Tender Documents 30 Mechanical Department

Tender For Supply and Delivery of Tractor Trailer for Vadodara Municipal Corporation

Disqualification

Even though the Bidders meet the above criteria, they are subject to be disqualified

and forfeiture of EMD (with approval of competent authority) and agency will be debarred

from VMC, if Bidder or any of its partner/member has:

- Made misleading or false representation in the forms, statements, and attachments

- Been debarred by Central govt. organization/ State govt. organization/VMC or any

other Agency of Government of India or any of the State Governments /ULBs

In case of a proprietary firm, partnership firm the following are the disqualification criteria in

case of failure to disclose information by partners or the proprietor:

(i) If, any of the partner or the proprietor is debarred by Central govt. organization/ State

govt. organization/ VMC or any other Agency of Government of India or any of the

State Governments/ Municipal corporation/ ULBs.

(ii) If, any of the partners or the proprietor has a criminal history or has been

convicted by any court of law for any of the offenses under any Indian laws.

iii) If, any criminal proceeding is pending in any court of law in India against any of the

partner or a proprietor and if any such proceeding culminates into conviction in last

Note: The experience as sub-contractor shall not be considered.

Tender Documents 31 Mechanical Department

Tender For Supply and Delivery of Tractor Trailer for Vadodara Municipal Corporation

VADODARA MUNICIPAL CORPORATION

ACCOUNTS DEPARTMENT

PARTY MASTER FORM

Party ID: ID Date:

Agency/Company Name:

Present Address:

Permanent Address:

Company Type: Company/Firm/Proprietor/HUF/Others

Body Type: Government/Non-Government

PF Registration No:

MICR No: IFSC Code:

Bank Name: Branch

(SB/CC/FD/OD/Current)

Signature Signature

Stamp of the Stamp of the

Department Party

Tender Documents 32 Mechanical Department

Tender For Supply and Delivery of Tractor Trailer for Vadodara Municipal Corporation

Financial Quotation for the Supply and Delivery of 12-nos Tractor & 10 Nos of Low

Bed Trailer for Vadodara Municipal Corporation as per Technical specification

(On the Letterhead of the Company)

The Executive Engineer (Mechanical)

Khanderao Market Building

Rajmahal Road, Vadodara – 390

Sub: Financial Quote for Supply, Commissioning and Delivery of 12-nos Tractor & 10 Nos

of Low Bed Trailer for Vadodara Municipal Corporation as per Technical specification.

Dear Sir/Madam,

We, hereby, having reviewed and fully understood all the terms and conditions of this Tender

Document, submit our financial quote for the Supply, Commissioning and Delivery of

following tools/equipment/machineries/vehicles for your evaluation. The price quoted

includes packing, forwarding charges, insurance, taxes (including CGST & SGST), levies,

duties and all other applicable taxes, registration charges, etc. Delivery will be made at

Vadodara; Gujarat at site specified by VMC and will be as per schedule specified in Clause

Notwithstanding any qualifications or conditions, whether implied or otherwise, contained in

our bid we hereby represent and confirm that our bid is qualified and unconditional in all

respects and we agree to the terms of this Document.

The price quoted above is net including taxes (including CGST & SGST), levies, duties and

all other applicable taxes. Packing, Forwarding, Insurance charges are included in the

indicated price.

The online prices are fixed and firm and are inclusive of all taxes (including CGST & SGST),

levies, duties and all other applicable taxes as may be statutorily applicable. Yours faithfully,

For and on behalf of (Name of Bidder)

Duly signed by the Authorised Signatory of the Bidder

(Name, Title and Address of the Authorised Signatory)

Tender Documents 33 Mechanical Department

Tender For Supply and Delivery of Tractor Trailer for Vadodara Municipal Corporation

Performance Security

(Performa of Bank Guarantee)1

THIS DEED OF GUARANTEE executed on this the ___________________day of

_________________________________ (Name of the Bank) having its Registered office at

_________________________________________________ hereinafter referred to as “the

Guarantor” which expression shall unless it be repugnant to the subject or context thereof

include successors and assigns;

VMC, represented by The Municipal Commissioner, Vadodara and having its office at

Khanderao Market Building, Vadodara – 390 001, hereinafter referred to as “VMC/ Owner/

Purchaser”, which expression shall, unless repugnant to the context or meaning thereof

include its administrators, successors or assigns.

A. By the Contract Agreement (“the Contract Agreement”) being entered into between VMC

and ______________________ 2 , a company incorporated under the Companies Act,

1956, having its registered office at ____________________, (“the Contractor”), the

Contractor has been granted the Contract for Supply, Commissioning and Delivery

12-nos Tractor & 10 Nos of Low Bed Trailer for Vadodara Municipal Corporation as

per Technical specification as per Technical Specifications”, VMC (hereinafter

referred to as “the Installation”).

B. In terms of Article 7.2 of the Contract Agreement, the Contractor is required to furnish to

VMC, an unconditional and irrevocable bank guarantee for an amount of

Rs………………… (Rupees…………..only) as security for due and punctual

performance/discharge of its obligations under the Contract Agreement, relating to final

delivery of uniform by the Contractor.

C. At the request of the Contractor, the Guarantor has agreed to provide bank guarantee,

being these presents guaranteeing the due and punctual performance/discharge by the

Contractor of its obligations relating to the Project.

NOW THEREFORE THIS DEED WITNESSED AS FOLLOWS:

1. Capitalised terms used herein but not defined shall have the meaning assigned to

them respectively in the Contract Agreement.

2. The Guarantor hereby irrevocably guarantees the due and punctual performance by

M/s.__________________ (hereinafter called “the Contractor”) of all its obligations

relating to the Installation and in connection with final delivery by the Contractor in

accordance with the Contract Agreement.

To be issued by a Nationalized bank in India only.

In case of Consortium both the members would be included as Parties to the Agreement and collectively

referred to as “Contractor/ Consortium” as the context may require.

Tender Documents 34 Mechanical Department

Tender For Supply and Delivery of Tractor Trailer for Vadodara Municipal Corporation

3. The Guarantor shall, without demur, pay to VMC sums not exceeding in aggregate

Rs…………………….- (Rupees………….only), within five (5) calendar days of receipt

of a written demand therefore from VMC stating that the Company has failed to meet

its obligations under the Contract Agreement. The Guarantor shall not go into the

veracity of any breach or failure on the part of the Contractor or validity of demand so

made by VMC and shall pay the amount specified in the demand notwithstanding any

direction to the contrary given or any dispute whatsoever raised by the Contractor or

any other Person. The Guarantor‟s obligations hereunder shall subsist until all such

demands are duly met and discharged in accordance with the provisions hereof.

4. In order to give effect to this Guarantee, VMC shall be entitled to treat the Guarantor

as the principal debtor. The obligations of the Guarantor shall not be affected by any

variations in the terms and conditions of the Contract Agreement or other documents

or by the extension of time for performance granted to the Contractor or

postponement/non exercise/ delayed exercise of any of its rights by VMC or any

indulgence shown by VMC to the Contractor and the Guarantor shall not be relieved

from its obligations under this Guarantee on account of any such variation, extension,

postponement, non-exercise, delayed exercise of any of its rights by VMC or any

indulgence shown by VMC, provided nothing contained herein shall enlarge the

Guarantor‟s obligation hereunder.

5. This Guarantee shall be irrevocable and shall remain in full force and effect until

______ 3 unless discharged/ released earlier by VMC in accordance with the

provisions of the Contract Agreement. The Guarantor‟s liability in aggregate is limited

to a sum of Rs……………. (Rupees ………… only).

6. This Guarantee shall not be affected by any change in the constitution or winding up

of the Contractor/the Guarantor or any absorption, merger or amalgamation of the

Contractor/ the Guarantor with any other Person.

7. The Guarantor has power to issue this guarantee and discharge the obligations

contemplated herein, and the undersigned is duly authorised to execute this

Guarantee pursuant to the power granted under ______________.

IN WITNESS WHEREOF THE GUARANTOR HAS SET ITS HANDS HEREUNTO ON THE

DAY, MONTH AND YEAR FIRST HEREINABOVE WRITTEN

SIGNED AND DELIVERED

By the hand of Shri _______________________

Its __________________and authorised official.

60 months from the date of supply and acceptance of equipment as will be amended as and asked by VMC.

Tender Documents 35 Mechanical Department

Tender For Supply and Delivery of Tractor Trailer for Vadodara Municipal Corporation

Technical Details to be filled-in by Bidder along with offer

Tractor Specifications:-

Vehicle Emission Compliance

Max Engine Power (HP)

Engine RPM at Max power

Maximum Engine Torque (Nm)

Engine RPM at max Torque (@rpm)

Power Take off (PTO) Type

Maximum PTO Power (HP)

Engine Aspiration

Fuel Tank Capacity

Ground Clearance

Size of Front Tyre with Ply Rating

Size of Rear Tyre with Ply Rating

Tractor Transmission System

Type of Wheel Drive

Type of Steering

Color of Tractor

Trailer Specifications :-

Low Bed Trailer 18 FT

Application Utilise for Catching And Transporting Stray Animals

Type Tractor Towed Low Height Trailer

Cage Dimensions

Tender Documents 36 Mechanical Department

Tender For Supply and Delivery of Tractor Trailer for Vadodara Municipal Corporation

Side And Front Wall

Very Low Height

Trailer Specification

- Bidder is required to fill in technical data sheet properly with all the details

asked for and also confirm compliance and or point out deviations, if any.

- Bidder is required to attach/submit back-up guarantee certificates for all

imported components from their principal manufacturers

- Successful bidder will have to submit relevant import documents viz. bill of

lading/custom clearance certificates, etc. for the imported components

fitted/used in the machine with respect to their model/serial numbers as asked

for in the technical data sheet.

Tender Documents 37 Mechanical Department

Tender For Supply and Delivery of Tractor Trailer for Vadodara Municipal Corporation

Pre-Qualification Criteria To Be Filled In By Tenderer

Performa for list of works of similar nature already completed by the Tenderer during

No. Name of work Cost on Name & Client name Year of Supply

and place completion Quantity of and

Vehicles Address

Note: Bidder shall give performance/completion certificate from client. In absent of such

Completion certificate, experience shall not be considered for evaluation. If completion

Certificate covers “Similar work with other work” then bidders shall have to submit Copies of

final bill indicating similar work or certificate of amount indicating “Similar work” from relevant

Signature of the Contractor with seal

Tender Documents 38 Mechanical Department

Tender For Supply and Delivery of Tractor Trailer for Vadodara Municipal Corporation

Technical BID check List.

No. Documents Submitted Submitted

Online Hard Copy

(Yes/No) (Yes/No)

1 Demand Draft for Tender fee and EMD

2 Details of Organization set up and evidence of workshop within

the radios of around 150 k.m. from VMC

3 Technical staff Details

4 Registration Certificate of Firm /Company, Factory License

5 Copy of performance certificate of machine supplied earlier by

the Bidder as per Appendix

6 Bank Solvency Certificate

7 Copy of PAN Card/ GST Registration

8 Copy of Registration under ISO:9001-2015

9 Copy of PF Registration & latest receipt of EPF contribution

10 Last three year turn over certificate (CA certified copy) (F.Y. 22-

11 Last two year IT return copy (F.Y. 23-24,24-25)

12 Not Black Listed in any Semi. Govt. / Govt. certificate

(Declaration On Rs, 300 stamp paper)

13 Attested Copy of the power of attorney or signatory authority to

sign the contract on behalf of the company

14 Technical and general specifications of equipment‟s being

offered on letterhead and Technical presentation in support of

the Technical Bid with all credentials and salient features of the

15 Filled up Data Sheet as per Appendix 6 meeting the technical

requirements and technical Drawing

16 Signed copy of the RFP

Signature of the Contractor with seal

Tender Documents 39 Mechanical Department

Tender For Supply and Delivery of Tractor Trailer for Vadodara Municipal Corporation

AFFIDAVITS * Rs. 300 Stamp:

DECLARATION OF THE CONTRACTOR:

1.0 I, the undersigned, do hereby certify that all the statements made in the required attachments are

true and correct. I also understand that in case of wrongful/false information, corporation is entitled to

take any civil & criminal punitive action against me/us.

2.0 The undersigned also hereby certifies that neither our firm

M/s_____________________________________________________ nor any of its constituent partners,

directors etc have abandoned any work in India nor any contract awarded to us for such works has been

rescinded or debarred / blacklisted by Central govt. organization / State Govt. organization / ULB / Any

Municipal Corporation / VMC or any other Agency of Government of India or any of the State Government.

3.0 I under sign assured that, no criminal proceeding is pending in any court of law in India against any of

the directors, partners or a proprietor of our firm

4.0 The undersigned understands and agrees that further qualifying information may be requested, and

agrees to furnish any such information at the request of the VMC.

5.0 All my/our employee supplied under this contract with VMC have not any right to demand for

permanent job in VMC based on this contract. All contractual employees cannot go for strike for the same

demand or any advantages as permanent employee anyway

6.0 The VMC and its authorized representatives are hereby authorized to conduct any inquiries or

investigations to verify the statements, documents, and information submitted in connection with this

application and to seek clarification from our bankers and clients regarding any financial and technical

aspects. This Affidavit will also serve as authorization to any individual or authorized representative of any

institution referred to in the supporting information, to provide such information deemed necessary and

requested by you to verify statements and information provided in the Tender or with regard to the

resources, experience and competence of the Applicant.

I / We hereby declare that I / We have made myself / ourselves thoroughly conversant with the local

conditions regarding scope of work, all service or labour on which I / We have based my / our rates for this

tender. The specifications and Terms of tender on this work have been carefully studied and understood

before submitting bid.

Signed by the Authorized signatory of the firm

Title of the office

Name of the firm

Note: The affidavit format as indicated above to be furnished on non-judicial stamp Paper of Rs.300 and

duly notarized.

Tender Documents 40 Mechanical Department