To make Annual Rate Contract for Hiring of various types of vehicles on call basis for out station, fix trip and local trip from experienced contractors only.

Name of Work: Tender Documents for Annual

Rate Contract for Hiring of car type Vehicles on

call basis for VMC

Tender Fee : Rs. 6000/-

VADODARA MUNICIPAL CORPORATION

Sr.No. Description Page No.

1 Notice inviting tenders

2 General Terms and conditions of

3 Special Terms and Conditions of

4 Qualification Criteria

5 Price bid Schedule

6 P.Q. Bid check list

VADODARA MUNICIPAL CORPORATION

e-Tender Notice

Online tenders are invited from the Experienced Contractors for the item

mentioned below in two bid (Pre-qualification and Price bid) Systems.

1. To make Annual Rate Contract for Hiring of various types of vehicles on

call basis for out station, fix trip and local trip from experienced

contractors only.

A. Estimated cost Rs. 80,00,000/-

C. Tender fee Rs. 6,000/-

D. Schedule of online download tender: Start Dt.15-10-26 to Dt.26-10-26

E. Last date of submit of Hard Copy with Tender Fee & EMD.

Above mentioned tender can download on Web site

www.nprocure.com. Last date of submit as per advertisement. Tenderer can get

digital certificate and necessary training information from www.nprocure.com.

The Municipal Corporation reserves the right to reject any or all the tenders

without assigning any reason thereof.

Executive Engineer (Mech.),

VADODARA MUNICIPAL CORPORATION

1. GENERAL TERMS AND CONDITIONS: -

1.1 Intimation of requirement of vehicles will be given by

1.2 Prior approval from the Executive Engineer (Mech.) must be

obtained before supplying vehicles to the respective department

1.3 Contractor has to make the arrangement of the vehicle without fail.

1.4 The quoted rates shall include for operating the “vehicle/s” with

driver for all days including Sundays and Holidays as per “VMC”s

1.5 The “vehicle/s” is/are also required to operate inside and if required

outside VMC limits. Owner shall observe safety rules and all the

formalities for “vehicle/s” and drivers.

1.6 Safety and security rules and regulations that may be in vogue in

VMC from time to time shall be observed. All “vehicle/s” will

have to be fitted with a spark arrested/safety muffler of I.S.

specifications or as laid down by VMC. Costs towards these will

have to be borne by the contractor.

1.7 VMC reserves the right to reject any or all the tenders without

assigning any reasons thereof. It shall not be obligatory for VMC

to award the work only to the lowest bidder.

1.8 All “vehicle/s” hired will be enmarked on left side of the

windshield having the words “ON VMC DUTY”.

1.9 VMC management reserves the right to retain any/all “vehicle/s”

beyond the scheduled time.

1.10 VMC reserves the right to split up the work between two or more

1.11 The Estimate Base Rate is already specified in the item no.01 to

in price bid, Bidder have to Quote Above/Below Percentage in

1.12 The VMC will have the right to get the work from other bidder

who has participated in the tendering with the prior approval of the

Municipal Commissioner. It is bound to all bidders.

2. All documents and other related documents of this tender, tenderer must

3. Soft copy of PQ document & price bid should be sent/fill on n-procure

website only. Hard copy of PQ documents would be kept for the

verification purpose only.

4. Hard Copy of online submitted documents, D.D. of EMD and Tender Fee

must be submitted by Speed Post/ RPAD address to

Executive Engineer (Mech.), Mechanical Dept., Room No.132,

Municipal Corporation, Khanderao Market Bldg., Rajmahel Road,

Vadodara-390209.

5. The tenderer should submit the demand draft of EMD from Nationalize

bank only for the sum of Rs.1,60,000/- in favour of Municipal

Commissioner, VMC, Vadodara.

6. The tender should submit the demand draft of Tender fee from

Nationalize bank only for the sum of Rs.6,000/- in favour of Municipal

Commissioner, VMC, Vadodara

7. Tender without E M D & Tender fee or incomplete tender will not be

accepted. The E. M. D. and security deposit must be in form of demand

draft. The bank guarantee will not be accepted.

8. Tender can download on Web site www.nprocure.com.

9. The validity of offered price should at least 120 days from the date of

opening of price bid.

10. In case of any dispute arise with regard to any terms and conditions of the

Contract and agreement, the dispute shall be referred to sole arbitrator

with mutual consent and his decision shall be final and binding to both

the parties. It shall be subject to Vadodara Jurisdiction only.

11. The Municipal Corporation reserves rights to accept any or reject all the

tenders without an assigning any reasons thereof.

I have read the above all conditions and are bound to me/us.

Executive Engineer (Mech.)

Municipal Corporation,

VADODARA MUNICIPAL CORPORATION

SPECIAL TERMS AND CONDITIONS:

1. Scope of work: -

1.1 Providing and operating various types of vehicles as and when

required by the VMC in good & pristine conditions during the

period of contract. Wireless set may be installed by VMC if

1.2 Provide the valid Insured vehicles with full tank of fuel, well

behaved driver of the vehicle. The vehicle must have valid RTO

Taxi passing registration only.

1.3 The successful contractor will have to supply cleaned and washed

vehicle and Air refresher must also be kept in the vehicle

1.4 Providing vehicles and driver with sufficient miscellaneous

expenses money.

1.5 The facility of vehicle should be available 24 x 7 irrespective of

time, day or date. The vehicle can be called at any day and the

tenderer has to supply it on time for the concerned authority

1.6 In case of sudden damage/accident to the vehicle, the tenderer will

have to provide another vehicle as replacement quickly otherwise

penalty amount will be charged by the authority or the contact will

1.7 Contractor bound to provide Taxi/commercial passing vehicles

only under this contract

1.8 VMC invites offer for AC/Non-AC Buses as per Prescribed Price

Bid Format, Successful Bidder will have to provide Buses as per

Actual Requirement of VMC Officials in Punctual Time Frame.

1.9 Working Hours will be calculated from the reporting time at VMC

1.10 During Hiring Working Hours of Vehicles/Buses, one or more trip

will have to be covered as per requirement of VMC.

1.11 Before supplying the vehicles to the respective VMC department,

the successful bidder must obtain prior approval from the

Executive Engineer (Mech.).

2.1 If vehicles not report within its fixed reporting time that is given by

the demanding department the penalty will imposed Rs. 500/- for

time delayed and for insufficient fuel of vehicle penalty will

imposed Rs. 500/- per incident.

2.2 If user department of VMC have any complain about vehicle and

the driver, contractor has to rectify it within an hour otherwise

penalty of Rs. 500/- will imposed for that particular day.

2.3 If vehicles not provided for whole day the penalty will be imposed

Rs.1000/- + no payment will be made for that vehicles and

corporation will get required vehicle from other supplier market at

your risk & cost and it will be deducted from contractor’s current

2.4 If the successful contractor will supply a non-commercial vehicle,

only 25% amount of the approved rate of particular vehicle will be

12. Extra Rate:

- Extra k.m. rate

If vehicles run more than specified K.M. VMC will pay the extra K.M.

rate. Contractor has to quote the extra K.M. rate in Price bid.

- For Extra hours Rate: If vehicle run more than specified hours VMC

will pay the Extra hour rate as per proportionate rate.

- VMC either pay Extra K.M. or Extra hour rate only. Both rate will not

be payable at a time.

13. Period of contract & Expenditure Limit: -

The successful Tenderer should be required to enter into a contract

initially for period of one year from date of issuance of the order.

However VMC reserves the right to extend or cancelled during the

contract period.

Expenditure limit is Rs.80/-lacs.

14. Earnest Money deposit and Security Deposit:-

The Tenderer shall be required to deposit Earnest Money Deposit (EMD)

2% i.e.Rs.1,60,000/- by demand draft in favour of Municipal

Commissioner, Vadodara. This amount will be returned to the

unsuccessful tenderers, on their applying for the same without any

For the successful contractor, shall have to pay 3% of the order

value as security deposit and same will be returned after 6-months from

the successful completion of the contract without any interest and amount

of 2% of EMD will be returned as per VMC’s norms without any interest.

Earlier deposited any amount of the contractor to VMC account

will not be considered towards EMD or S.D. for said work. Contractor

shall have to submit fresh D.D. of EMD and S.D.

At the end of every type of trip, bills of hired charges in triplicate should

be prepared and along with original and second copy of logbook shall

have to be submitted to the respective office for recording issued by

respective officer (user) with approval signed. The payment will be made

by the VMC Vehicle pool department. Successful Contractor should

submit the bill to Vehicle Pool Department on between 1st to 7th dates of

every month for smooth and prompt process of bill. Contractor has to

submit bills part wise i.e. individuals bills of fixed vehicle trip, local

vehicle trip and outside vehicle trip. If contractor fail to submit bills of

completed work within three months, for any delay of payment sole

responsibility will be of contractor.

The VMC Vehicle pool department will allow billing of KMS on the

basis of opening reading as on arrival of the “vehicle/s” at VMC’s H.Q.

and as, at the time of departure after completion of duties from the Head

15.1 You will have to maintain a logbook of “vehicle/s”; “vehicle/s”

wise and trip wise in the format given by department. Triplicate,

day-to-day entries of journeys are to be made and to be signed by

the user officer incharge of the “vehicle/s” of VMC and the driver

on duty on every day on completion of the service period.

15.2 The quoted hire charges shall include the salary/wage/TA and DA

of the driver, cost of maintenance of the “vehicle/s” all other

charges like cost of diesel, lubricating, oil, overheads and also

insurance charges, registration etc. but exclusive of GST. Tenderer

has to submit GST bill. GST will be given extra on approved rate.

Prevailing GST will be considered.

15.3 Parking/Tall tax charges: The parking/Tall tax charge at the

Railway station and at the Airport or elsewhere such charge is

which for the “vehicle/s” when utilized by an officer/dept. For

official purpose, would be payable subject to the production of

such parking/tall tax slip/receipt. These slips shall be submitted

along with the bill for reimbursement of these parking/tall tax

15.4 Revision of Rate: Change in fuel price will be given to the

contractor. The rate of fuel (Diesel/Petrol/CNG) at last day of

online submission of bid considered as base rate of fuel. For

fuel escalation /de-escalation the formula will be based on mileage

of vehicle i.e. 12-km/liter for each car type vehicle and 8-km/liter

for buses considering. Increase/decrease will be given per k.m.

basis. E.g. If vehicle (Car type) run by 240 k.m., the escalation/de-

escalation charges will be 240/12 x (Diff. of fuel rate) which is

added if fuel price increase and is subtracted if fuel price

decreased. (Diff. of fuel Rate= Base Rate- Current Rate) Current

rate means Rate of fuel on the day of trip.

16. Type /Conditions of A. C. /Non-A. C. Vehicles: -

16.1 Before considering the tender of various tenderers, the “vehicle/s”

proposed to be deployed for VMC use, condition of the

“vehicle/s”, RTO permit; Insurance Policy, GST and other requisite

documents shall be inspected/ verified by inspection team/

authorized officer of VMC.

16.2 The “vehicle/s” proposed to be deployed shall be inspected by

VMC’s authorized representative at any time and any defects

noticed shall be rectified by the contractor immediately. VMC shall

have a right to reject any “vehicle/s” without sharing any reason.

17. Rules and Regulations of Drivers/Supervisors: -

17.1 The age and qualifications of driver should be as per RTO rules.

17.2 Well-behaved and polite drivers with valid license and sufficient

experience shall drive the vehicles.

17.3 VMC shall not be liable for any act, omission or negligence on the

part of the driver of the “vehicle/s” and the entire liability and

responsibility arising there from shall be solely to the Contractor’s

18. Legal Obligations: -

18.1 The Contractor shall at all times indemnify and keep indemnified

VMC and its officers, servants and agents, against all third party

claims, whatsoever property losses/damages, personal accident,

injury or death of persons of any sub-contractor and / or VMC

damage to property of VMC arising on the use of the hired various

types of vehicles. The contractor shall be at his own cost and

initiative at all times till the successful completions of the contract

period, maintain comprehensive insurance policies in respect of all

insurable liabilities, under Motor Accident Vehicl Act, Workmen’s

Compensation Act, Natural hazard, Riots/Arson Fatal Accident

Act, Personal Injuries Act and copies of such convert policies shall

be submitted to VMC by the Contractor without submission of

policies no vehicles be allowed to fly.

18.2 The contractor shall observe and fulfill all or any of the obligations,

which he is, suppose to comply under laws, rules regulation etc.

including labour law as, in respect of the staff employed by the

contractor. It is to be clearly understood that VMC shall have no

responsibility of the staff employed by the Contractor for the

operation contract, with the staff of the contractor (drivers,

cleaners, conductors etc.) The contractor shall be their principal

employer for all purposes. If due to any reason whatsoever, the

VMC made liable to make any payment, the amount so paid shall

be recovered by VMC from the dues payable to the contractor

and/or from the security deposit of the contractor or through proper

legal recourse.

18.3 VMC will have no responsibility in any manner with the driver or

any other member of the contractor. They will be the contractor’s

18.4 In the event of any dispute between the parties, the decision of the

Municipal Commissioner, VMC Vadodara shall be final and

binding to the contractor.

18.5 The contract shall in all respect be constructed and operated in

terms of the Indian Contract Act and in accordance with the Indian

Laws in force from time to time and subject to the jurisdiction of

Vadodara Court only.

18.6 Contractor will have full and exclusive liability for payment of

Government taxes charges comprehensive insurance registration

RTO license and any other type of payment demanded by

Government or local authorities as “vehicle/s” owner/contractor

which may be in force and any come in force during the period of

The following attested documents shall be always kept by the

driver with him in the vehicle, which is mandatory.

1. Driver’s license. (with validity)

2. Updated PUC certificate

4. R.T.O. tax certificate

5. Insurance policy

19. Termination of contract: -

In case of breach of any of the terms of the contract VMC without

prejudice to any other right in law or under the contract may cancel the

work order and terminate the contract, by giving 15 days notice in writing

without assigning any reason and no compensation shall be given for the

same. On such termination, VMC shall be free, to hire various types of

vehicles from any other sources.

Executive Engineer (Mech.)

Municipal Corporation,

Vadodara Municipal Corporation,

Mechanical Department

Name of work: Rate Contract for Hiring of Vehicles on

Tenderer has to submit following documents with their Pre-Qualification

1) The bidder or firm have experience having successfully completed

similar works with government/semi government organization during last

7-years ending last day of month previous to the one in which

applications are invited should be either of the following. Submit the

relevant documents i.e. copy of work order and performance/Completion

a) Three similar completed works costing not less than the amount

equal to 40 % of the estimate cost.

b) Two similar completed works costing not less than the amount

equal to 50% of the estimate cost for.

c) One similar completed work costing not less than the amount equal

to 80% of the estimate cost for.

Definition of similar Work: - Similar work means supply on hire basis of

various types of A.C. /Non A.C. vehicles Car type/buses in any govt. /semi.

Govt. organization. Experience of vehicles provided “on call basis” is

1) Average Annual financial turnover during the last 3 years, ending 31st

March of the previous financial year, should not be atleast 30% of the

2) Demand drafts of EMD & Tender fee as given in the Advertisement.

3) Copy of power of Attorney/signatory Authority (which ever applicable)

4) Copy of Shop & Establishment Registration/Registration of firm.

5) Copy of GST Registration

6) Certificate of “NOT BLACK LISTED” in any Govt. /Semi Govt.

department on the bidder’s letterhead.

7) Copy of Income Tax Return acknowledgement receipt of two year. (i.e.

8) Tenderer has owned minimum 06-nos. of vehicles (Car Type). Related

documents of ownership of vehicles have to be submitted.

(1) VMC will not be open price bid of disqualified tenderer in

(2) Price bid of qualified tenderer will be open after approval of

competent authority.

(3) Soft copy of PQ document & price bid should be sent/fill

on n-procure website only. Hard copy of PQ documents

would be kept for the verification purpose.

VADODARA MUNICIPAL CORPORATION

Rate Contract for Hiring of Vehicles on call basis

PRICE BID FORMAT

No Detail Base Percentage

Rate Above/Below

Rate of 300- k.m./Day 12-hrs/day of Out Station trip

1 Innova Cresta A.C.

2 Scorpio/Ertiga/Bolero NEO A.C.

3 Swift Dizar/Honda Amaz/TATA Zest/TATA Punch/Hundai

4 35 to 42 seat Midi Bus A.C.

5 35 to 42 seat Midi Bus Non A.C.

6 56-seat Bus Non A.C.

Rate of 100-k.m./Day 12-hrs./day of local trip

7 Innova Cresta A.C.

8 Scorpio/Ertiga/Bolero NEO A.C.

9 Swift Dizar/Honda Amaz/TATA Zest/TATA Punch/Hundai

10 35 to 42 seat Midi Bus A.C.

11 35 to 42 seat Midi Bus Non A.C.

12000 To be filled

12 56-seat Bus Non A.C.

Rate of 2400-k.m./month 12-hrs./ day of fix trip (monthly

13 Innova Cresta A.C.

14 Scorpio/Ertiga/Bolero NEO A.C.

15 Swift Dizar/Honda Amaz/TATA Zest/TATA Punch/Hundai

Rate per K.M. for extra K.M. beyond 300 K.M /100

K.M./2400 K.M. Respectively

16 Innova Cresta A.C.

17 Scorpio/Ertiga/Bolero NEO A.C.

18 Swift Dizar/Honda Amaz/TATA Zest/TATA Punch/Hundai

19 35 to 42 seat Midi Bus A.C.

20 35 to 42 seat Midi Bus Non A.C.

21 56-seat Bus Non A.C.

VADODARA MUNICIPAL CORPORATION

Rate contract for Hiring of Various type of vehicles on daily call basis.

Technical BID check List.

No. Documents Online Hard copy

1 Demand Draft for Tender fee and EMD

2 Registration Certificate of Firm /Company, Shop &

Establishment certificate

3 Completed similar works with Govt./Semi-govt.

organization during last 7-years ending last day of

month previous financial year

4 Copies of Related documents /certificates of two or

more car type vehicles in the name of the company of

proprietor/partner/ director of the company

5 Copy of two year I.T Returns

6 Copy of GST Registration

7 Turn over certificate for last three year. C.A. certified

copy. 30% of the Tender cost

8 Not Black Listed in any Semi. Govt./Govt. Certificate

on bidder’s letterhead.

9 Copy of power of Attorney/signatory Authority (which

ever applicable)