Hiring Of Truck(Light commercial vehicle loading capacity up to 4 MT) for loading and unloading of transformers and CTPT units under Kalol Division with Driver, GPS & Fastag Enable

3 Estimated cost 2548959/- (Including GST)

4 Time Limit 24 Months

5 Tender Fees (Non Refundable) (Electronic Rs. 1180 (1000+180,18%GST)

Mode online only RTGS/NEFT)

6 Earnest Money Deposit Rs.40000/-As per Purchase Policy

(Electronic Mode online only No.1142 Date: 06.09.2017

7 Tender Fee and EMD to be paid Name of A/C holder : UGVCL- KALOL

through electronic mode (online) AC NO-01500200000001

only IFSC : BARB0KALOLX

8 Security Deposit (For successful bidder) 05 % of Estimated cost

9 Last date of tender submission Dt.1.4.2026, 18:00 Hrs.

10 Online Preliminary, Technical & Price bid Dt.1.4.2026,18:00 Hrs

i.e. On line (e-tendering) tender/ offer,

Tender Sample, Original Documents

Relevant to tender Fee & EMD submission

last date. (This is mandatory)

11 Date & Time of Opening of Tender Dt. 2.4.2026,11:00 Hrs

(Technical Bid)

12 Date & Time of Opening of Tender (Price Dt. 2.4.2026,12:00 Hrs (Tentative)

13 Security Amount Rs. 10,000/- by RTGS/NEFT TO KALOL

to be paid through electronic mode DO to be paid as security amount if

(online) only tender to be quoted on vehicle

quotation base.

The bidder has to attach screen short / receipt copy online while filling the bid in nprocure.

Signature of Contractor & seal

Division Office: Kalol, Mahendra Mill Road, Kalol (N.G)-382721, Telephone : (02764)223773

E-Mail:- [email protected] Website: www.ugvcl.com

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Tender Hiring Of Truck(Light commercial vehicle loading capacity up to 4 MT) for

for : loading and unloading of transformers and CTPT units under Kalol Division with

Driver GPS & Fastag Enable For the period of two years.

: :TERMS AND CONDITIONS :

To see the details of Tender, Term and condition kindly refer the main page of

2.) DEFINITION:

If construing these general conditions and the annexed specifications, if

any, the following words shall have the meaning herein assigned to them

unless there is something in the subject or context inconsistent with such

A Company shall mean Uttar Gujarat Vij Company Limited, Company include its

successors and assign.

B “Contractor shall mean the tenderer whose tender is accepted by the hirer

and shall include the tenderer’s legal personal representatives, successors

and permitted assigns.

C “Engineer” shall mean such officer as may be duly appointed from time to

time by the Company to act an Engineer for the purpose of contract, if he is

not so appointed the CE of the Company or his duly authorized representative.

D “Contract” shall mean the agreement, if any to be entered into and include,

subject to the special conditions notified herein, all the documents, by which

any agreement by the contractor to provide to execute, or to carry out the

work if work shall be constituted in or by which the terms of such agreement

or any of them are contained or set-forth specially, including these general

conditions any special conditions attached to or issued with these conditions,

the specifications, be drawings, the invitations of tender(if any) or any other

letter or notice or document upon or with reference to which the tender is

made, the tender and the acceptance thereof and the scheduled price(if any)

furnished by the contractor with the tender.

E “Specification” shall mean the specification annexed to these general

conditions and the schedules thereto (if any).

F “Contract price” shall mean the sum accepted or the sum calculated in

accordance with the prices accepted by or on behalf of the Company.

G “Month” shall mean the calendar month.

H “Approved” shall mean the approval of the C.E. or the person deputed by him

or any particulars or seal as the case may be.

I Tender papers are non transferable.

J “Day” means any day starting at 00.00 hours and ending at 24.00 hours

without break for vehicles to be hired for 24 hours and from 00.00 hours for

less than 24 hours. ( In the case of 12 hrs. considered accordingly)

K Night stay charges:- If the vehicle is called during the day for 15 hours or

more,night stay will be charge (for 12 Hrs vehicles only)

Signature of Contractor & seal

Division Office: Kalol, Mahendra Mill Road, Kalol (N.G)-382721, Telephone : (02764)223773

E-Mail:- [email protected] Website: www.ugvcl.com

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3.) EARNEST MONEY DEPOSIT: -

Each bid shall be accompanied by EMD amounting to Rs. 40000/- Earnest

Money can be paid through electronic mode RTGS/NEFT/Online, Tenders

without earnest money will not be considered for acceptance.

 Bank Details: for RTGS/NEFT /Online

• Account holder name : UGVCL,

• Name of Bank : Bank of Baroda

• Account Number :

• Branch Name : KALOL-N.G. BRANCH

• Type of Account : Non Operative Account

• IFSC Code : BARB0KALOLX

The E.M.D. of these successful tenderers who do not accept Company’s orders

or of tenderers who withdraw their offer during the stipulated period of

validity of the offers will be liable to be forfeited.

Bulk Payment of various tender IDs not accepted tender ID wise payment to be

credited in the mentioned account number and correct UTR No to be

mentioned else tender may be treated as cancelled.

4.) PERIOD OF CONTRACT:-

The period of the contract shall be for Two year. The period further One Year

can be extended on mutual agreed terms as per same rates, terms and

conditions. However, in case of poor services provided by the contractor,

circle head shall be empowered to terminate the contract after one year.

The Company reserve the right to terminates the contract at any time

without assigning any reasons what so ever by giving fifteen days notice in

writing. The contractor(s) shall not be entitled to any compensation by

reasons of such termination of contractor.

If you fail to execute the order successfully, the order will be got completed

through other agency and if required to pay higher rates, in that case,

difference of rates will be recovered from you.

5.) SCOPE OF CONTRACT:-

Award of a contract to a party shall not by itself entitled it to any exclusive

right to supply any additional number of vehicles against subsequent

requirement. The Company reserves the right to award the work either to

single tenders or split up the same between more than the tenderer.

6.) AREA OR WORK:-

Normally the vehicle shall be required to run within Gujarat. But it shall be

required to move anywhere as per the directions from the Engineer.

7.) GENERAL CONDITIONS:-

The contractor shall be required to supply vehicles directly in accordance

with the specifications laid down in the tender papers. Any vehicles not

Signature of Contractor & seal

Division Office: Kalol, Mahendra Mill Road, Kalol (N.G)-382721, Telephone : (02764)223773

E-Mail:- [email protected] Website: www.ugvcl.com

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confirming to the said specifications shall not be accepted.

The vehicle to be offered for hiring shall be in up to date condition including

its tubes, tyres, engine as well as conditions of its outside body. The vehicle

to be offered shall not have been registered before more than three years

as on the date of tender opening. However, in case of a very poor response

or to break off the likely cartel, a relaxation can be granted for one year with

the permission of circle head. However, the officers placing an order should

ensure that the condition of such vehicle is tiptop.

The contractor shall have to produce the following documents completely in

all respect to engineer in-charge the vehicle for verification.

i) Insurance certificate covering period up to date.

ii) Registration certificate book with tax paid up to date.

iii) Road permit.

iv) Contract carriage permit.

v) Vehicle Fitness certificate.

vii) Driver’s Driving Licence and Fitness Certificate

viii) Any other documents relevant relating to hiring of vehicles.

Ix) Gps Fitted Certificate.

x) Valid Fastag Account Certificate.

xi) Annexure-A Declaration In Respect Of Conflict Of Interest (on 300 rs

THE CONTRACTOR SHALL MAKE HIS OWN ARRANGEMENT AT HIS COST AT

BOARDING & LODGING OF DRIVERS, AGENTS AND SERVANTS.

THE VEHICLES WHEN IN SERVICE, SHALL HAVE TO BE PARKED AT THE

COMPANY’S PREMISES OR AS NEAR AS THE WORK SITE AS POSSIBLE.

THE CONTRACTOR SHALL ENSURE THAT A REPRESENTATIVE ON HIS BEHALF

IS DEPUTED BY HIM TO KEEP IN TOUCH WITH THE ENGINEER WITH REGARD

TO DETAILING OF VEHICLES, PROVIDING ARRANGEMENTS FOR SUBSTITUTES

IN CASE OF ANY VEHICLE GOING OFF ROAD OR LOOKING AFTER TO GENERAL

NEED OF PLYING OF SHIFT VEHICLE.

The contractor shall also make his own arrangement for refueling, repairs and

maintenance of his vehicle.

Before the vehicles are put on hire, the contractor shall produce the same to

Engineer for his inspection and verification of R.T.O. documents.

The contractor shall be responsible for any fine or penalty if imposed by any

authority, State or Central authorities, including any local body for any

Signature of Contractor & seal

Division Office: Kalol, Mahendra Mill Road, Kalol (N.G)-382721, Telephone : (02764)223773

E-Mail:- [email protected] Website: www.ugvcl.com

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breach, violation or non- compliance of statutory rules, regulations etc.

The contractor must follow all the rules, regulations and encashment under

the Labour laws relating to engagement of persons by him.

The vehicle once inspected and approved by the Engineer for hire shall not be

changed or substituted by the contractor except on orders from the Engineer

or no becoming defective off road due to accident, breakdown etc. In such an

event the contractor shall give immediate intimation to the Engineer. Whereas

changed or vehicle is likely to last for more than one week prior approval of

the Engineer shall have to be taken.

The speedometers of the vehicles must be maintained within full accuracy and

in working order in all the times. Any defect noticed therein must be rectified

at the earliest in a period not exceeding two days. Till such time, the meter

starts working, the Kms.of journeys for various places shall be decided by the

users/Engineers.

No interest shall be paid by the UGVCL on Security Deposit.

Earnest Money Deposit (EMD) received along with the Tender shall also be

converted into Security Deposit in the event of awarding the contract to a

successful party.

The tender fee paid for purpose of tender paper is non refundable.

The Security Deposit shall be refunded only after completion of the contract

or on its termination. The UGVCL reserves the right to recover any dues,

outstanding against the contractor, from the Security Deposit or towards any

loss caused to the Company owing to neglect of default of the contractor, his

servants or agents. The refund shall be done only on production of no

objection certificate of all concerned officers.

The rates quoted by the Tenderer in the Schedule of Rates must include all

charges of every type such as fuel, taxes, levies, maintenance/repairs, driver

of contractors servant/agents wages etc. Service Tax will be paid as

applicable as per Govt.Rules.

All road tolls/bridge tolls shall be reimbursed on production of proof of

payment along with monthly RA bills.

The vehicle provided on hire by the contractor shall remain at the disposal of

the Engineer and shall not play for any purpose other than the bonafide

purpose of the Company.

Signature of Contractor & seal

Division Office: Kalol, Mahendra Mill Road, Kalol (N.G)-382721, Telephone : (02764)223773

E-Mail:- [email protected] Website: www.ugvcl.com

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The vehicles shall commence duty at the Head Quarter of Engineer.

The contractor shall provide standby vehicle(s) to ensure prompt substitute

arrangements should any hired vehicle go off road.

In case any vehicle remains absent or fails to reports for duty or a vehicle if

provided as a substitute is not in an acceptable condition, the Company shall

recover penalty at the rate hire-in-after specified. And in case of an

unacceptable substituted vehicle any journey covered by it may also be

disallowed apart from recovering penalty as if the vehicle is “absent”.

The Company shall have right to hire vehicle from other agency at the risk and

cost of contractor in case of default.

8.) EXPLANATION:-

Full day absence means absence of a vehicle in all the 3 (Three) shifts starting

in order of morning, evening and night shifts.

In case of any vehicle remains off the road due to major break-

down/accident/mishap or any other reasons beyond human control, penalty

shall be condoned up to a maximum of 48-hours at the discretion of the

Engineer. The contractor may, however, in the meantime make his best

efforts to provide a substitute so as not to allow the work to suffer.

The contractor must ensure that the vehicle is kept /maintained in best

and clean condition.

The contractor shall ensure observance of power discipline by his

drivers/agents of servants engaged in performance of the contract in question.

They must not be indulge in the use of Drink or Drug. They must behave in a

polite and courteous manner with the Company’s employees. In case of any

complaint against any drivers etc., the contractor must change him/them and

in case he fails to do so such of the Driver shall not be accepted on duty and

vehicle on which deputed shall not be accepted on duty and marked absent.

As far as possible, the contractor shall ensure that the Drivers are in proper

neat and clean uniform while on duty.

The contractor shall furnish a list of Driver with their

names/designation/Address and License particulars for record of the Engineer.

Driver shall preferably below the age of 40 years and never above 55 years.

The lodging and boarding of driver shall be born by owner.

Signature of Contractor & seal

Division Office: Kalol, Mahendra Mill Road, Kalol (N.G)-382721, Telephone : (02764)223773

E-Mail:- [email protected] Website: www.ugvcl.com

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The Driver should be provided with enough money to cover the cost of Diesel,

repairs and incidental expenditure while in journey.

The contractor, his drivers, agents, servants or any other workman engaged in

performance of the contractor must observe safety rules and regulations while

going to work sites/installation should any mischief, take place due to neglect

of safety on paid of any of his workers, the contractor shall be solely liable for

all the consequences.

The vehicle-wise and month-wise log books (in triplicate) in the put on the

Company shall be maintained by the contractor in respect of his vehicles

playing on hire under the contract. All the entries columns must be properly

filled in/completed as soon as any journey is completed and got signed from

the user as well as by the Driver. It shall be the sole responsibility of the

contractor to ensure that log-books are properly completed and signed. Any

entry not properly or legibility recorded or left unsigned or having

cuttings/interpolations/over-writing shall not be taken into consideration and

no payments shall be made in respect of such journeys, unless the certified by

the user officer(s).

On close of the month, the contractor shall prefer bills of hire(in triplicate) to

the engineer along with two copies of the log sheets of all hired vehicle

(original and second copies).The checking and verification to each log sheet in

following certificate be enclosed dully signed by the concerned user officer of

the vehicle certified that all the verified and checked and found to have been

made in the interest of the Company’s bonafide work”.

The bill for traveling of the vehicle shall be paid on monthly basis.All efforts

shall be made to pay the bill within 30 days time to time of submission.

The contractor shall indemnity the Company against all suits, actions

proceedings etc., arising out of any claims or demand for breach of any rules,

regulations, defaults etc, on part of the contractor, his agents or servants in

the course of performance of this contract.

The Company shall not be responsible for any loss or damage to the property

of the contractor or any injury or death to him any of his agents or servants

during the course of performance of the contract.

The contractor shall incur his vehicle properly to safeguard against any risk

arising out of accident, fire, theft riots etc.

It shall be the sole responsibility of the contractor to maintain all relevant

forms, registers or record in accordance with the various statures, labour

Signature of Contractor & seal

Division Office: Kalol, Mahendra Mill Road, Kalol (N.G)-382721, Telephone : (02764)223773

E-Mail:- [email protected] Website: www.ugvcl.com

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laws, enactments etc.

The vehicles are to ply in country areas slushy and notorious areas as per the

requirement of activities. The contractor must, therefore, exercise a strict

supervision in keeping his vehicles road-worthy.

9.) THE VALIDITY OF TENDERS:-

The validity of tenders shall be up to 180 days from the date of opening of

tenders by the Company and they shall be legally bound to honour any

commitment relating to tenders during this period including accepting of work

order and providing vehicles on hire if no order by the Company. In case of

non compliance, EMD will be forfeited apart from taking any other action as

may be considered suitable, under the circumstances.

After tender is accepted, the Engineer shall place a work order on the

successful party to provide a requisite number of vehicles on hire by giving at

least 20(Twenty) days time to complete RTO formalities of the vehicles.

The parties submitting tenders must ensure that in the event of their tenders

being accepted. They will have to meet the FULL QUOTA REQUIREMENT OF

VEHICLES for the category or categories for which tenders are submitted. In

case they fail to provide full number of vehicles as per need, it will be

considered a breach or default on part of the party concerned and their EMD

The parties quoting rates must carefully read and understand the clauses,

terms and conditions, incorporated herein to avoid any inconvenience later on

to this office.

10.) Contractor’s Liability:-

The contractor/s shall insure all vehicles properly so as to fully safeguard

against any risk arising out of accidents. Fire, theft, riots etc., full liability of

any injury, death, damage or loss of human lives(including Company’s

employees traveling in the vehicles, contractor’s Drivers/Servants. Agents or

any other human being) any other vehicle stationary or mobile and public or

private properties will be contractor’s account.

The contractor shall immunize company’s personnel against any claim arising

out of accidents or misbehavior of the driver. The vehicle shall be kept

properly insured all the time to cover the 3rd party risk and simultaneously

immunized company on account of likely claims from public, police

department., etc.

You have to inform office as and when any changes made with the original

work order conditions. Prior approval of competent authority is compulsory.

11.) Computation of Kms .for billing:-

Signature of Contractor & seal

Division Office: Kalol, Mahendra Mill Road, Kalol (N.G)-382721, Telephone : (02764)223773

E-Mail:- [email protected] Website: www.ugvcl.com

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The Company will allow billing of Kms. On the basis of opening readings as

soon on arrival of the vehicle at the Company’s headquarters and as at the

time of departure after completion of duties from the head quarters.

The rates once offered by the party and accepted by the Company with or

without modification, shall remain unchanged during the contract.

Should there be any statutory increase/decreased in fuel prices by an order of

the Central or State Government and suitable marginal increase/decrease in

rates of hiring will be given by the Company as per the formula given.

The following documents must be enclosed along with the tenders otherwise

the tenders shall not be considered.

1)Number of vehicles owned by the Tenderer for which tenders being

submitted stating their Reg.No., Model, make etc.

2) Photo state copies of RC Books of vehicles, both owned by him and to

be arranged by him For the purpose of hiring out.

3) EARNEST MONEY DEPOSIT(EMD) AMOUNT ACCORDING TO THE TENDER

NOTICE IN THE FORM OF DEMAND DRAFT ON ANY NATIONALIZED BANK

DRAWN IN FAVOUR OF UTTAR GUJARAT VIJ COMPANY LIMITED. KALOL.

4) Schedule-A enclosed to the tender papers, showing the rate of hiring

chargeable by the party. Rate must be quoted in words and figures.

12.) SECURITY DEPOSIT:-

The successful tenders will be required to pay an amount equivalent to 5% of

the value of the order as a Security Deposit for satisfactory performance of

the contract. Such amount will be payable either in Cash/Demand Draft or in

the form of the Bank Guarantee from any Nationalized Bank. The Bank

guarantee will be acceptable only when the amount of Security Deposit

exceeds Rs.10,000/00. Such Bank guarantee will have to be executed as per

standard format prescribed by the Company. Such Bank Guarantee will

required to be held valid for full period of contract. If necessary the

contractor may have to renew Bank Guarantee.

The Security Deposit payable is 5% of the contract value out of which 2.5% is

to be paid in cash soon after the work order is issued and the balance in two

equal installments from the first and second bills. The Bank Guarantee of a

Nationalized Bank may be accepted in lieu of cash or Govt. Securities towards

Security Deposit for work contract provided the amount of security deposit

payable exceeds Rs.10,000/-

13.) Experience:-

THE TENDERS SHALL HAVE A MINIMUM EXPERIENCE OF OPERATING SUCH

CONTRACTS WITH OTHER GOVT./SEMI GOVT. AGENCIES. DETAILS OF SUCH

CONTRACTS EXECUTED IN LAST THREE YEARS MUST BE FURNISHED ALONG

WITH THE OFFER. TENDER WITHOUT SUCH DETAILS WILL BE LIABLE TO BE

REJECTED WITHOUT ANY CORRESPONDENCE.

14.) Jurisdiction:-

All disputes relating to proposed contract will be subject to Kalol(NG)

Signature of Contractor & seal

Division Office: Kalol, Mahendra Mill Road, Kalol (N.G)-382721, Telephone : (02764)223773

E-Mail:- [email protected] Website: www.ugvcl.com

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jurisdiction only.

Other terms and conditions:-

The general terms and conditions relating to works, as standardized by the

Company. But not specifically brought out there in above shall also be made

applicable to the proposed contract and will be binding to the successful

tenderer/SA copy of booklet containing such terms & conditions will be

available for perusal of tenderers, at the office of the authorities issuing this

16.) Contractor’s Undertaking:-

“I/We have carefully read all the terms and conditions contained in these

specifications and am/are agreeable to the same. In token thereof, I/We have

laid our signature and seal hereunder.”

(The tenderers must return the entire specification along with the offer duly

Scope of works:-

17.) It is proposed to enter into rate contract on annual basis for hiring of vehicle

in tip top condition with Driver for the area that mentioned.

18.) DIESEL Truck with latest Model :-

The estimated minimum run of each vehicle per month and hours of

service per day are indicated in the Schedule of rates. Each vehicle proposed

to be hired for a period of 12 Hrs./24 Hrs.(as per schedule) everyday (Normally

time 08.00 AM to 08.00 AM NEXT DAY). or other convenient times, and for a

period of two year.

Formula for consider in price variation: -

Should there be any statutory increase/decrease as the case may be in the

cost of diesel by an order of central of state government marginal

increase/decrease in rate of hiring will be given by the company as per the

formula given billow. No price variation will be payable on the cost of

oil,tyre,tubes etc. only charge in the rate of diesel will be adjustable. Basic

rate of diesel will be considered as prevelling on the date of issue of

commencement order. The increase/decrease in rate of diesel should

invariably supported by the documentary Evidence. Formula :Rate per

kilometer will be increased/decreased ,as the case may be by one paisa per

kilometer for every increase/decrease in the rate of diesel by 10 ten paisa per

litter .This will be applicable to the actual KM. travelled during the month.

General Notes :

20)  You should follow the rules and regulation of PF

 Before execution of Work Order Agreement should be done on Rs. 300 +

Rs. 300 stamp paper at your own expeces.

 ‘ ON DUTY UGVCL’ must be mentioned clearly on vehicle.

 In cash of accident or police case, there will be no liablity of UGVCL or

Signature of Contractor & seal

Division Office: Kalol, Mahendra Mill Road, Kalol (N.G)-382721, Telephone : (02764)223773

E-Mail:- [email protected] Website: www.ugvcl.com

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 In cash of changing the hired vehicle the prior approval of Executive

Engineer, UGVCL, Kalol DO must be obtained.

 WCC / Insurance Policy or third party fully insurance must be obtained

and keep upto date timey.

 Vehicle is for 24 /12 hrs. and 24 months. UGVCL generally have week off

but in case of emergency, you vehicle may use on public holiday also and

no any extra payment will be made.

 Vehicle must have facility of GPRS which should be properly worked out.

21) Taxes releated Terms and conditions are as under ::

1. Income Tax at prevailing rate will be deducted as per Income Tax Act.

2. The rates shall be inclusive of PF and all other State / Central

Government taxes, cess and levies but exclusive of service tax. Service

tax at prevailing rate, if applicable will be reimbursed by UGVCL on

production of service tax paid challan.

3. Any change in rate of service tax shall be entertained during contractual

period of contract.

4. GST Will be applicable as per government rules.

5. TDS on GST Will be applicable as per government notification.

6. Contractor has to follow rules of provident, work man compensation and

7. GST will be applicable as per government notification.

8. Evaluation of Tender considered on the basis of end cost (Basic price

9. A/T Shall be issued at basic price where GST is quoted @ 5% in case GST

is quoted @ 12% AT shall be inclusive of GST amount only.

10. Where supplier of vehicle is unregistered, AT Shall be issued at basic

price and deemed GST @ 5% need to consider for Evaluation purpose.

11. In case of emergency and if it needed material can also be transported

21) Statutory Variation/Charges in Taxes:-

Any statutory increse or descrease in the taxes and duties including GST and

cess as applicable or in the event of introduction of new tax/cess or cessation

of existing tax/cess in the taxes subsequent to your offer if it takes place

within the contract period will be UGVCL accountr subject to the claim being

supported by documentary evidence.However ,if any decrease taxes place

during contract period the advantage will have to passed on UGVCL.

Statutory Variation clause shall not be applicable in case of

Supplier/Contractor has opted for Composition Scheme under GST.

22) The vehicle once inspected &approved by the undersigned for hire,shall not be

changed or substituted by the contractor without permission except on

becoming defective,off road,break down,due to accident etc.In such an

event,the contractor shall give immediate intimation to the engineer-in-

Signature of Contractor & seal

Division Office: Kalol, Mahendra Mill Road, Kalol (N.G)-382721, Telephone : (02764)223773

E-Mail:- [email protected] Website: www.ugvcl.com

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23) The kilometer chain of the vehicle must have to be maintained within full

occurrence &in absolutely working order at all the times.Any defect noticed

therein must be rectified at the earliest in period not exceeding two days.Till

the time of non working of the kilometer chain,the kilometer of the journeys

made will be decided by the engineer –in charges &that will be binding upon

the contractor.The company will allow billing of lilometers on the basis of

opening reading as soon as arrival of vehicle at the company’s head quarter &

on closing reading after competion of daily journey.It should be match with

24) The contractor shall provide stand by vehicle to ensure prompt substitute

arrangement should any hired vehicle go off road due to major break-

down,mishap etc.or any other reasons so as not to allow the company’s work

to suffer.The substituted vehicle shall also be in acceptable condition as

compared with the hired vehicle.

25) The vehicle must have GPS facility,and the GPS device is likely to give eports of

all locations date wise and km date wise and time wise.Without GPS device

vehicle will not be accepted and contract bill will be passed only and only on

the basis of GPS report and logbook both.The estimated minimum run of each

vehicle per month and hours of service per day are indicated in the Schedule of

rates.Each vehicle propasal to be hired for stipuled time period.

26) Fastag:- Government of india has made the Fastag mandatory for all toll plaza

transaction. The vehicle without fastag are required to pay double amount of

toll in cash.It is necessary to attach fastag to UGVCL owned vehicle.UGVCL is

not bound to pay double amount of toll.

27) The Transporter will be responsible for the safe custody and delivery of goods

during transit including loading and unloading of material and in the event of

any breakage, theft or any other damage by any reason to the company’s

material during the course of work, transporter will be held responsible for the

same and associated costs for the same will be recovered from the transporter”

28 PARKING/ TALL CHARGE :

The parking /Tall charges when utilized by an officer For official purpose,

would be admissible subject the production of such parking slips duly

authenticated by the user officer/dept. These slip may be submitted along with

the bills for reimbursement of these parking charges. Toll tax charges would be

paid by the contractor and reimbursement will be admissible on produce of

proof of payment along with monthly bill.

Bill should be prepared in duplicate at the end of month and submitted to

concern ENGINEER IN CHARGE for necessary processing. The bills should be

accompanied with copy of abstract of LOG BOOK duly signed by the concerned

Engineer in Charge. The bills will be paid subject to submission of advance

receipt within a period of 30 days of receipt of the bills.

Moreover, The bill have to submit online in VMS Portal,

Signature of Contractor & seal

Division Office: Kalol, Mahendra Mill Road, Kalol (N.G)-382721, Telephone : (02764)223773

E-Mail:- [email protected] Website: www.ugvcl.com

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“https://vms.guvnl.com/” The bills in softcopy PDF file, quoting this order No.

and Date and your GST Registration No. should be submitted online

accordingly. You can find SOP Invoice submission on web site

“https://vms.guvnl.com/” as well as physical copy of bill along with relevant

documents Pre-receipt also to be submitted at S Dn office.

30 As per R& C letter No: 63 dtd 23.1.2024, “The Transporter will be responsible

for the safe custody and delivery of goods during transit including loading and

unloading of material and in the event of any breakage, theft or any reason to

the company material during the course of work, transporter will be held

responsible for the same and associated costs for the same will be recovered

from the transporter”

Signature of Contractor & seal

Division Office: Kalol, Mahendra Mill Road, Kalol (N.G)-382721, Telephone : (02764)223773

E-Mail:- [email protected] Website: www.ugvcl.com

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General Terms and Condition

(1) Tender for Hiring of Vehicle shall be invited basis on % above / below rate.

Accordingly tender inviting office shall have to derive estimate as per

requirement and specify in tender notice. Night charges and extra Kms charges

fixed as per above derived rate. Contractor will have to quote only for Total

derive Estimate Cost of Tender only in %age format. Evaluation of tender shall

be carried out on the basis of %age basis of Estimate Cost of Tender for all

description Items i.e Minimum Fix Charge, Extra Kms & Night Charges

(2) Rate for excess KM travelled by hired vehicle beyond fixed Kilometre per Month.

Rate for excess Km travelled by hired vehicles, beyond fixed Kilometre per month is

admissible occasionally with written permission of circle head. Any excess travel of

vehicle beyond fixed Kilometre per month by the officer in-charge of the vehicle

shall be under the written/verbal approval of circle head and the same shall be

regularized by an office note giving clear reasons for travelling beyond stipulated

(3) All road tolls/bridge tolls shall be reimbursed on production of proof of payment

along with monthly bills.

(4) All the Vehicle excluding administrative office (Ex.Engineer & Above) should have

been provided the vehicle tracking system (GPS) whose cost is to be borne by

contractor. The running cost of vehicle tracking system (GPS) shall be reimbursed

on production of proof of payment along with monthly RA bills.

(5) The vehicle to be offered for hiring shall be in up to date condition including its

tubes, tyres, engine as well as conditions of its outside body. The new vehicle is

preferable; however offered vehicle shall not have been registered before more

than 3 years as on the date of opening of tender. However in case of very poor

response or to be break off the likely cartel, a relaxation can be granted for one

year. However the officers placing an order should ensure that the condition of

such vehicle is tiptop.

(6) The period of the contract shall be for 2 (Two) year. The period further 2 (Two)

year can be extended on mutual agreed terms as per same rates, terms and

conditions. Accordingly financial limit will also be increase by circle/corporate

office as per their competence. However, in case of poor services provided by the

contractor, circle head shall empower to terminate the contract immediately.

(7) The contractor shall immunize company’s personnel against any claim arising out of

accidents or misbehavior of the driver. The vehicle shall be kept properly insured

all the time to cover the 3rd party risk and simultaneously immunized company on

account of likely claims from public, police deptt. Etc.

(8) Driver shall preferably below the age of 40 years and never above 55 years. The

lodging and boarding of driver shall be born by owner. The Driver should be

Signature of Contractor & seal

Division Office: Kalol, Mahendra Mill Road, Kalol (N.G)-382721, Telephone : (02764)223773

E-Mail:- [email protected] Website: www.ugvcl.com

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provided with enough money to cover the cost of Diesel, repairs and incidental

expenditure while in journey.

(9) If the contractor fails to provide the vehicle, the deduction from his RA bill shall be

made on prorate considering the monthly rate payable with 26 working days per

month or actual amount paid by company to hire alternative vehicle. Whichever is

higher. Notice shall be given in writing to contractor/agency for failure in

providing vehicle for each day and if any failure more than 10 Days in a year will

be lead to termination of contract and performance guarantee submitted by

contractor/agency will be forfeited. If contractor fail to execute the order

successfully, the order will be got completed through other agency and if required

to pay higher rates, in that case, difference of rates will be recovered from

(10) The bill for traveling of the vehicle shall be paid on monthly basis.

Formula for considering price variation – No price variation will be payable on cost

of Oil/tyres, tubes etc. Only charges in price of Petrol / Diesel will be adjustable.

Quote the prices on the basis of prevailing 15 days before the due date of tender.

These basic rates shall be indicated in the offer.

For every Ten Paisa increase/decrease in price of fuel, per KM payable price shall

go up by/down One Paisa. This will be applicable to the actual KM traveled during

the month. Contractor will have to submit their bills every month with supporting

fuel cost price.

(11) For 12-Hrs Vehicle, Overtime will give on Extra Hr up to 4 Hrs Rs.110. per Hrs.

above 4 Hrs Night Charge Will be Given Rs.500.

(12) Order shall be issued at basic price quoted with @5% GST in general. In case

party is registered with GST then it should be @12% with documentary

evidence. Order shall be issued accordingly.

a. For an absence beyond two hours and up to one day: Rs.1500.00 per

Vehicle + Applicable taxes if any/per day.

b. If the contractor fails to provide the vehicle, the deduction from his RA

bill shall be made on prorate considering the monthly rate payable with

26 working days per month or actual Amount paid by company to hire

alternative vehicle. Whichever is higher. Company shall have to right to

hire vehicle from other agency at the risk and cost of contractor in case

of default of vehicle per day will be charged as penalty as well as cost

paid to other agency whose vehicle is hired till the vehicle provided by

(14) For Hiring of Vehicle, Weekly off will be given to Driver as per labor law.

Accordingly agency will have to make necessary arrangement for providing

Signature of Contractor & seal

Division Office: Kalol, Mahendra Mill Road, Kalol (N.G)-382721, Telephone : (02764)223773

E-Mail:- [email protected] Website: www.ugvcl.com

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driver in case of emergency. Company will not pay any extra cost. In case of

Emergency, Hired Vehicle is to be utilizing in any area of Gujarat State if

(15) Regarding utilization of Vehicle concern authority is suggested for utilize

maximum Kms (As per order) in month, if not utilize by concern officer then

spare vehicle for department for official purpose.

Signature of Contractor & seal

Division Office: Kalol, Mahendra Mill Road, Kalol (N.G)-382721, Telephone : (02764)223773

E-Mail:- [email protected] Website: www.ugvcl.com

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Signature of Contractor & seal

Division Office: Kalol, Mahendra Mill Road, Kalol (N.G)-382721, Telephone : (02764)223773

E-Mail:- [email protected] Website: www.ugvcl.com

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Signature of Contractor & seal

Division Office: Kalol, Mahendra Mill Road, Kalol (N.G)-382721, Telephone : (02764)223773

E-Mail:- [email protected] Website: www.ugvcl.com

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E-Tender Notice No KLL-DO-19-2025-26 /SR NO-01

PR NO :-646004 RFQ NO:-79338

Hiring Of Truck(Light commercial vehicle loading capacity up to 4 MT) for loading and

unloading of transformers and CTPT units under Kalol Division with Driver GPS & Fastag

: : Documents To be Attached : :

Sr Documents Attached

1 Tender Copy dully stamp and signed. Yes / No

2 Vehicle Document : Vehicle R.C. book, contract permit,

Vehicle Insurance Policy, Taxi permit, Ownership vehicle,

Driver fitness Certificate, PUC, Driver’s Driving license,

Vehicle Fitness Certificate. Yes / No

Vehicle Quotation : Along With Consent (Specimen copy

Note : No Vehicle change request may be considered after

receiving the approval from competent authority.

3 Last Two Years Income Tax Return, Copy of PAN Yes / No

4 PF No and Copies of last six months Challans. Yes / No / NA

Exemption Certificate

Consent on Rs. 300/- stamp paper with dully notarized (if

not applicable)

5 GST Registration Yes / No / NA

Charted Account Certificate (If not applicable)

SELF Declaration

6 Firm Registration, Partnership Deed / Proprietor Sheep, Yes / No / NA

Power of Attorney, Labour license (If applicable)

7 Work Experience Certificate Yes / No / NA

Work Order Copy

8 GPS fitted Certificate Yes / No / NA

9 Fastag Account Certificate Yes / No / NA

Signature of Contractor & seal

Division Office: Kalol, Mahendra Mill Road, Kalol (N.G)-382721, Telephone : (02764)223773

E-Mail:- [email protected] Website: www.ugvcl.com

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E-Tender Notice No:- KLL-DO-19-2025-26 /SR NO-01

PR NO:-646004 RFQ NO:-79338

Hiring Of Truck (Light commercial vehicle loading capacity up to 4 MT) for loading and

unloading of transformers and CTPT units under Kalol Division with Driver GPS & Fastag

Enable SCHEDULE –B

SR Discription UOM Qty Rate Amount

HIRING OF VEHICLE MONTHLY BASIS

MINIMUM FIXED CHARGES PER VEHICLE PER

PER MONTH UP TO A TOTAL RUN OF 3000 MONTH

HIRING OF VEHICLE-ADDITIONAL

CHARGES PER KM BEYOND 3000 KM PER KM 3000 23.3

3 Night charge Nos 30 500

Diesel Difference NOS 1 28000

TOLL TAX CHARGES MONTH 24 22000

Executive Engineer

Signature of Contractor & seal

Division Office: Kalol, Mahendra Mill Road, Kalol (N.G)-382721, Telephone : (02764)223773

E-Mail:- [email protected] Website: www.ugvcl.com

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ANNEXURE – A On Non-Judicial Stamp Paper of Rs. 300/-

DECLARATION IN RESPECT OF CONFLICT OF INTEREST

TENDER NO: KLL-DO-19-2025-26/SR NO-01 PR NO-646004/RFQ NO-79338

Sr. Particulars :- Hiring Of Truck(Light commercial vehicle loading capacity up to 4 MT)

No for loading and unloading of transformers and CTPT units under Kalol Division with

Driver GPS & Fastag

01 Name of Firms

02 Office Address

Phone No. Fax No.

03 Works Address as

Registration Phone

No. Fax No. Email

04 Type of Firm Private Limited Company / Public Limited Company / Limited

Partnership (LLP) / Partnership Firm / Proprietor Firm

(Tick whichever is applicable)

05 CIN / LLPIN of

06 GST No. of Firm

07 Names of all Directors/LLP Partners/ Partners / Proprietors of Bidder Firm with DIN

(ifany) and full address (as on the bid submission date)

Sr. Full Name DIN Full Residential Address

Stamp / Round Seal

The details of Legal Representative / Agent of the Bidder Firm are as under:

Signature of Contractor & seal

Division Office: Kalol, Mahendra Mill Road, Kalol (N.G)-382721, Telephone : (02764)223773

E-Mail:- [email protected] Website: www.ugvcl.com

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Full Name of Legal

Representative / Agent

Whether employee of

Bidder-Firm or not? (Yes/No)

Office Land-line Nos.

Whether acting as Legal Representative /

Agent in any other Private Limited Company or

Public Limited Company or Limited Liability

Partnership (LLP) or Partnership Firm or

Proprietor Firm? If yes, give names.

WE HEREBY DECLARE AND CONFIRM THAT no bid has been submitted for the quoted item

by any other Private Limited Company or Public Limited Company or Limited Liability

Partnership (LLP) or Partnership Firm or Proprietor Firm in which any relative of any

Director or Partner or Proprietor of Bidder Firmis a Director, Partner or Proprietor. The

word “relative” is defined as under:

The Companies Act, 2013 Sec 2(77) “relative’’, with reference to any person, means any

one who is related to another, if—

(1) they are members of a Hindu Undivided Family;

(2) they are husband and wife; or

(3) A person shall be deemed to be the relative of another, if he or she is related to

another in the following manner, namely:-

a. Father including step-father,

b. Mother including step-mother,

c. Son including step-son,

f. Daughter’s husband,

g. Brother including step-brother,

h. Sister including step-sister.

Stamp / Round Seal

WE FURTHER DECLARE THAT we have carefully read and understood the clause relating to

‘Conflict of Interest’ of Tender No. . The detailed Clause is

“A bidder shall not have conflict of interest with other bidders for particular quoted item.

Such conflict of interest can lead to anti-competitive practices to the detriment of

Signature of Contractor & seal

Division Office: Kalol, Mahendra Mill Road, Kalol (N.G)-382721, Telephone : (02764)223773

E-Mail:- [email protected] Website: www.ugvcl.com

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Procuring Entity’s interests. The bidder found to have a conflict of interest shall be

disqualified. A bidder may be considered to have a conflict of interest with one or more

parties in this bidding process for particular quoted item, if:

a) they have proprietor/ partner(s)/ Director(s) in common; or

b) they receive or have received any direct or indirect subsidy/ financial stake from

any of them; or

c) they have the same legal representative/ agent for purposes of this bid; or

d) they have relationship with each other, directly or through common third parties,

that puts them in a position to have access to information about or influence on the

bid of another bidder; or

e) bidder participates in more than one bid in this bidding process. Participation by a

bidder in more than one Bid will result in the disqualification of all bids in which the

parties are involved. However, this does not limit the inclusion of the components/

sub-assembly/ assemblies from one bidding manufacturer in more than one bid.

f) in cases of agents quoting in offshore procurements, on behalf of their principal

manufacturers, one agent cannot represent two manufacturers or quote on their

behalf in a particular tender enquiry. One manufacturer can also authorize only one

agent/ dealer. There can be only one bid from the following:

1. The principal manufacturer directly or through one Indian agent on his behalf;and

2. Indian/ foreign agent on behalf of only one principal.

g) a Bidder or any of its affiliates participated as a consultant in the preparation of the

design or technical specifications of the contract that is the subject of the Bid;

h) In case of a holding company having more than one independently manufacturing

units or more than one unit having common business ownership / management, only

one unit should quote. Similar restrictions would apply to closely related sister

companies. Bidders must proactively declare such sister/ common business/

management units in same/ similar line of business.

i) Bidder shall not act in contravention/ violation to the provisions of competition act,

as amended from time to time.”

We hereby certify that our Firm M/s. _______(Firm Name)_____ do not have any conflict

of interest with other bidders for particular quoted item viz. _______(Item Name)_____ .

Stamp / Round Seal

We hereby declare and confirm that the above information and particulars are true and

For _______(Firm Name)_____

Signature of Director / Partner

/Proprietor / Authorized Signatory

Date: Stamp / Seal of Firm Name:

Stamp / Round Seal

Signature of Contractor & seal

Division Office: Kalol, Mahendra Mill Road, Kalol (N.G)-382721, Telephone : (02764)223773

E-Mail:- [email protected] Website: www.ugvcl.com

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GENERAL INFORMATION ABOUT THE BIDDER

(To be completely filled by the bidder)

1. Name of the Bidder

2 Postal Address

4 e-mail address & URL

Type of Company

Attach Proof of Company Registration

Proprietorship/ Partnership/ Private

5 along with a copy of the Partnership

Limited/ Public Limited

Deed/ Article of Association and

Memorandum of Understanding

6 Office Address

7 Office Telephone/Fax no.

8 Office e-mail address

9 Permanent Account Number(PAN),

12 PARTICIPATE CONTRACTOR BANK ACCOUNT DETAILS FOR EMD REFUND

A NAME OF ACCOUNT HOLDER NAME

C BRANCH ADDRESS

D BANK ACCOUNT NUMBER

E TYPE OF ACCOUNT

It is certified that the information provided above is true to the best of my knowledge and

belief. If any information found to be concealed, suppressed or incorrect at later date, our

tender shall be liable to rejected and our company debarred from executing any business

Signature of Contractor & seal

Division Office: Kalol, Mahendra Mill Road, Kalol (N.G)-382721, Telephone : (02764)223773

E-Mail:- [email protected] Website: www.ugvcl.com