CONSENT LETTER
Ref.: C&M/Bilhaur/ |
Dated: 02.05.2016 |
To, |
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M/s |
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Dear Sir, |
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Sub: HIRING OF CLOSED JEEP FOR NTPC/Bilhaur in good working conditions of model 2016 (Mahindra Bolero SLE
With reference to our NIT No. Hiring of Bolero/Bilhaur/2016 dated 02.05.2016 , you are requested to please furnish the following on or before 03.06.2016.
1.Your consent letter for acceptance of our Scope of Work rate and Terms and conditions enclosed duly signed by you each page.
2.Notarized copy of documents of vehicle
3.A demand draft for Rs. 5,000.00 drawn in favour of NTPC Limited payable at Lucknow towards security deposit for each vehicle.
4.Deployment of vehicles shall be done amongst PAPs based on first come first serve basis. Applicant should enclose documentary evidence that he is a bona fide PAP of NTPC, Bilhaur Project.
5.In case of the consent letter is received for more vehicle than our requirement, the balance letter shall be kept in panel for future requirement.
Thanking you,
Yours faithfully,
For and on behalf of NTPC Ltd.
Encl: As above
Sr. Manager (Contract & Materials)
NIT : Hiring of Bolero/Bilhaur/2016, Qty 03 Nos
SCOPE OF WORK AND TERMS & CONDITIONS (Vehicle)
1.0 NAME OF WORK:
HIRING OF CLOSED JEEP FOR NTPC/Bilhaur DUTY (With UP permit)
2.0 SCOPE:
The contractor shall provide closed diesel jeep in good working conditions of model 2016(Mahindra Bolero SLE
3.0 CONTRACT PERIOD:
1)The period of contract shall be for 12 months limited to 365 days with the extension provision of further three years on yearly basis. However, the payment shall not be made for Sundays/Holidays if the vehicle is not called for deployment.
2)After the initial deployment of vehicle for a period of 12 Months the contract may be extended thrice consisting of 12 Months each. These extensions will only be considered subject to the running condition of the vehicle and other related factors. However, the rate per day
3)However, during the tenure of contract, if the company does not require the services, either temporarily or permanently, the contract can be terminated without assigning any reasons there of or put on hold as standby, until again required for deployment by NTPC (at the same terms and conditions) within a reasonable notice served to the contractor.
4)If the performance of the contractor be found unsatisfactory on a recurring basis during execution, the contract shall be terminated forthwith, without any notice.
4.0 PROVISION & PLACEMENT OF VEHICLE:
1)Vehicle shall normally be provided on all the working days of the contract period, however, as per direction of
2)Vehicle once approved shall not be changed during the period of the contract. Whenever, any hired vehicle is to be withdrawn for any reason for prolonged periods, the contractor shall ensure that replacement vehicle shall comply with all the stipulated conditions of the contract and other formalities required for deploying vehicle/driver passes etc are completed in advance, so that vehicle availability is ensured at all times.
3)Such replacement vehicle shall have to be approved by the user before withdrawal of the contracted vehicle by the contactor. However, if the vehicle is of the earlier model than stipulated in this contract stipulated damages shall be deducted from the daily charges payable to the contactor.
5.0 ACCIDENT:
1)If the vehicle provided on hire by the contractor to the company meet with an accident while being utilized by the company, no claim on account of damage to the vehicles or the persons travelling in such vehicles including the employees of the contractor (includes driver/cleaner of the vehicle) shall be entertained by the company (NTPC). The company/NTPC is not liable to bear any expenditure on this account.
2)The contactor shall ensure to have these risks covered at all times during the tenure of the contract, adequately through a valid comprehensive insurance policy for the deployed vehicle.
3)If the vehicle deployed by the contractor meet with an accident due to reasons attributable to the contractor or his employees and cause damage to persons/property of the company, the contractor shall be liable to make good such losses, in the manner as prescribed by the company.
6.0 PAYMENTS:
1)All valid expenditures towards deployment of the vehicle i.e. fuel consumption, passenger charges (UP area) and other incidental charges like parking, toll taxes, overtime and outstation duty charges etc, shall be paid by NTPC Bilhaur. These shall be submitted in the form of proper bill along with documentary evidences of all taxes & permits charges paid by the contractor, in original at the end of the running month and shall be paid in the subsequent month. No expenditure will be reimbursable to the contractor for the Kms run from the garage to the site of requirement and back to garage.
2)Such payments will be based on the documentary evidence of the usage details of the vehicle (Kms run) which will be recorded by the concerned driver, in a log books/trip sheets on every day basis. The same for the month shall be submitted by the contractor along with the bills. All due payments to be released to the contractor, will be based on verification of all relevant documents by the user official or his authorised nominee.
3)Contractor shall arrange adequate quantity of fuel (diesel), required for the duty to be performed by the vehicle on every day basis, from outside. Contractor will be paid the fuel charges at the prevailing market rate at Bilhaur, calculated with average consumption of diesel @ 13Kms per litre, for the actual KMs run in the month.
4)Overtime charges shall be paid for deployment of vehicles beyond 12 Hrs duty. For vehicles deployed beyond 12 hours duty locally overtime charges @ Rs. 35/- per hour shall be payable.
5)Normally, vehicle shall be used in NTPC, Bilhaur & local area, but in case of any requirements by the company vehicle shall also be deployed for outstation duties beyond 100 kms from NTPC Bilhaur, such as Lucknow, Varanasi, Allahabad etc. For this incidental/fooding charges for the driver @ Rs. 150/- per night of stay at outstation locations, shall be payable over & above the daily rates.
6)Initial Security Deposit of Rs.
will be adjusted against the security deposit from Running Account bills. Security deposit at the rate of 2.5% shall be deducted from each running bill, the same shall be released at the end of one year and also after each extension period. The amount of Rs. 5000/- shall be returned to the parties to whom the contract for deployment of vehicle could not be awarded.
7.0 STIPULATED DAMAGES (FOR
1)If the vehicle is not deployed on working day / assigned day, then no payment shall be made for that day and in addition to that an amount equal to one day payment shall be deducted.
2)In case the user has no objection to the specific request made in advance by the contractor for not making the vehicle available for a specific duration on particular day/days then no deduction shall be made for such authorised period of non- availability of the vehicle. However, no payment shall be made for any period of absence certified by the user.
3)Should NTPC be held responsible for any of the lapses of the contractor or his employees at any stage during the contract and should the company be made liable to incurr any expenditure on this account, the company shall deduct such amounts together with overhead charges @ 20% from any amount payable to the contractor, including the security deposits .
4)If any alternative / replacement vehicle is deployed temporarily (for not exceeding 30 days in a year) no deduction shall be made. But beyond the stipulated limits if vehicle deployed by the contractor is of a model earlier than as specified in the contract, a sum of upto Rs. 200/- per day shall be deducted from the bills of the contractor.
8.0 TAXES AND STATUTORY LIABILITIES:
1)Contractor shall submit an indemnity bond along with an undertaking in prescribed format on
2)Income tax shall be deducted at source as per rules unless the contractor is exempted by income tax authorities.
3)Contractor has to deposit service tax if applicable, at the regional tax office. The receipt/documentary proofs of Service tax should be deposited with NTPC from time to time.
9.0 LOCATION & DUTY:
1)Any vehicle provided by the contractor on hire to the company shall be made available at the place and time, as specified by the authorized officers of NTPC Bilhaur / Engr I/C.
2)Vehicle may be required even during night and on Sunday & Holidays.
3)One day (01) off duty shall be permissible per month for vehicle maintenance, as per the permission of concerned officer /
4)No expenditure will be reimbursable to the contractor for the run from the garage to the site of requirement and back to garage.
10.0 DRIVERS:
1)The contractor shall ensure that the vehicles hired to the company are driven only by competent and experienced driver possessing valid and current driving license and proven antecedents. Contractor shall provide the drivers of the deployed vehicle with a mobile phone.
2)The licenses of the drivers employed on the vehicles will be verified by the company before vehicle is engaged. Originals of driving licenses, registration books, ownership detail and all other relevant documents connected with the vehicles hired and drivers employed, shall be got renewed from time to time by the contractor as per requirement. The same (after renewal) shall be produced to the company at such places and times as may be needed for verification and one copy of each of such documents shall be submitted along with the tender.
3)The contractor or his employees shall not at any time cause or permit any nuisance or damage to properties on the site and township and /or do anything which shall cause unnecessary disturbance or inconvenience to the owners, tenants or residents and public in general.
4)The contractor shall ensure that Drivers are Medically Fit. A Medical Check UP certification to this effect shall be submitted every year by contractor.
5)Contractor shall ensure that driver do not ever report on duty under the influence of alcohol. A penalty of Rs. 500/- per instance shall be levied if any instance is reported by the user.
11.0 WAGES & WORKMEN'S COMPENSATION:
1.The persons deployed by the contractor in the vehicles shall be paid wages by the contractor timely and in full as per the relevant statutes, preferably into the persons' bank accounts. The wages shall not be less than the minimum rates of wages notified by appropriate authority under Minimum Wages Act of semi skilled category and subsequent notifications issued from time to time.
2.The contractor shall obtain workmen's compensation insurance for all the persons employed by him and such insurance shall be kept current and valid during the period of contract. Copies of such, insurances shall be submitted to the company as and when required.
3.The contractor will indemnify the company from all claims for injuries caused to any person of the company or its contractors. while on duty at the works / site of the company.
4.The company shall not be bound to defend any claims brought under Workmen's Compensation Act or any of its subsequent amendments or Motor Vehicles Act, 1988, unless the contractor makes a written request for the same and first, deposit
with the company, a sum which company might incur for defending and for specifying any such claims.
5.Any claims that may arise which may be rightful dues of the employees of the contractor, the company shall have the right to recover such amounts in full from the contractor's bill along with additional 20% overhead charges.
6.The company shall further be entitled to recover the amount so paid by way of compensation under the aforesaid Act or under any other law by deduction the sum from the security deposit of the contractor or from any other sum due to him under this contract or any other kind whatsoever.
7.The contractor shall comply with the provisions of payment of wages Act, 1936; minimum wages Act, Workman compensation Act, 1923; Industrial Disputes Act, 1947; Contract Labour (regulation and Abolition) Act, 1970; Motor Transport Workers Act and other relevant statutes relating thereto made from time to time.
12.0 OWNERSHIP PERMITS AND INSURANCE:
1)Vehicle offered to the company by the contractor shall be owned by the contractor and shall not be sold or mortgaged during the currency of the contract, without obtaining written permission from the company.
2)All vehicles supplied to the company on hire shall possess valid and current Taxi permits/licenses as may be imposed by the respective RTOs for the duration of the contract.
3)Failure to maintain such permits/licenses during the period of contract may lead to immediate termination of the contract within seven days of serving the notice to this effect by NTPC.
4)The contractor shall be responsible for obtaining clearance of State Administration, wherever necessary for placing the jeep at the disposal of NTPC for commercial use. Other similar formalities that may be statutorily required in terms of Indian Motor Vehicles Act 1988 or any other relevant Govt. Provisions shall also be the responsibility of the contractor.
5)The vehicles hired shall ply in UP area and the Passenger Tax towards road permit is payable for UP area by the contractor. This is reimbursable by NTPC on production of documentary evidences with monthly bills. However in case the vehicle is required to be deployed in states other than U.P., applicable taxes etc shall be reimbursed on the basis of documentary evidences.
13.0 VEHICLES CONDITIONS:
1)The contractor shall ensure that vehicles provided to the company are in perfect running condition and are completely free of defects.
2)All vehicles provided to the company on hire shall have decent upholstery and comfortable seats.
3)All minor and major repairs of the vehicles supplied on hire to the company shall be made by the contractor and the company shall have no liability on this account.
14.0 ACCOMMODATION:
1)The company shall not be liable to provide either accommodation or garage facilities to the contractor or his employees.
2)The company shall not be responsible for the boarding and lodging of the drivers either at Bilhaur or on outstation posts, including cases of night halts. The contractor shall provide such facilities to the drivers and other employees at his cost and company will have no liability for the same.
15.0 SPECIAL TERMS & CONDITIONS :
a.Contractor shall arrange Fuel (Diesel) as required for the duty to be performed by the vehicle from outside and amount towards consumption of diesel @ 13 Km/Ltr at the prevailing market rate at Bilhaur shall be reimbursed. As the vehicle is expected to be deployed for surveillance and also in rough terrain like rural area at slow speed, average of 13 KM per liter has been considered.
b.The vehicle should be registered as Taxi with U.P. area.
c.The amount towards passenger tax, payable for U.P. paid for the contract period, shall be reimbursed on submission of documentary evidence.
d.In case the vehicle is required to be deployed in state other that U.P. applicable taxes etc shall be reimbursed on the basis of documentary evidences.
e.Over Time charges Rs.
f.Outstation charges Rs.
g.Initial Security Deposit or Rs. 5000/- in the form of DD in favour of NTPC Ltd and payable at Lucknow has to be submitted along with the consent letter which will be adjusted against the security deposit from Running Account bills. The amount of Rs. 5000/- shall be return to parties to whom contract for deployment of vehicle could not be awarded.
h.Security deposit at the rate of 2.5% shall be deducted from each running bill, the same shall be released at the end of 2nd years and also after each extension period.
i.Approved rate shall be valid for 2 years from date of award of PO.
j.Contractor shall submit an indemnity bond along with an undertaking in prescribed format on
k.PF & EDLI charges shall be reimbursed on production of documentary evidence by the contractor.
16.0Methodology for submission of documents
1)The detailed scope of works, terms and conditions along with consent letter may be obtained free of cost from Contract & Materials department, (C&M) NTPC/NRHQ, Lucknow in between 02.05.2016 to 16.05.2016 ( 10.00 AM to 12.30 PM and 3.00 PM to 5.30 PM ) on all working days i.e. Monday to Friday or the same may be downloaded from NTPC website in any time.
2)Above application may be submitted at Contract & Materials department, NTPC/NRHQ, Lucknow during the all working days Monday to Friday in between 25.05.2016 to 03.06.2016 (10.00 AM to 12.30 PM and 3.00 PM to 5.30 PM).
Kindly not that application are to be submitted in person (by hand only). Postal /courier sent application shall not be considered.
3)Application may be submitted to following contact person only.
i)Shri R.K.Agrawal, Sr. Manager (C&M) ,Cell no. 9415115418
ii)Shri Ramesh Kumar, Junior officer (C&M), Cell no. 8004921282
In absence of above persons the alternative contact person shall be as under;
Shri Lalit Prakash Mishra, Sub officer (C&M),Cell no. 8004921284
4)List of following documents to be submitted compulsorily before schedule date & time (03.06.2016 , up to 5.30 PM) as above, (Priority of documents shall be given below in sequence)
i)Consent letter duly signed by applicant (PAP).
ii)Detailed scope of works & terms and conditions duly signed by applicant on each pages for
iii)Demand Draft for Rs 5000/- in favour of NTPC Ltd, payable at Lucknow as security deposit.
iv)Notarised copy of Registration paper of vehicles along with original for verification
v)Notarised copy of Insurance paper of vehicles along with original for verification
vi)Original certificate from
vii)Photo ID of applicant ( PAN/Adhar/Passport)
viii)Notarised copy of UP taxi permit of vehicles in original for verification OR agency has to submit undertaking duly notarised as per attached format for obtaining UP permit taxi.
Note: Please note that falling to present above documents, may lead to rejection of application.
17.0Evaluation Criteria
1.(a) Allotment of vehicles shall be done Maximum to 01 vehicle (including
both category |
NIT |
Hiring of |
Innova/Bilhaur/2016 |
& Hiring |
of |
Bolero/2016 i.e. Innova |
+ Bolero ) to an applicant PAP on first cum first |
||||
severe basis |
subject to |
fulfilment |
of submission of all |
documents |
as |
stipulated at sl.no.16 pt no. 4 ( 8 documents).
(b) The allotment of vehicle shall be done to the PAP who fulfils the submission of all 8 documents as stipulated in point no. 4 of cl no. 16 and so on.
2.If out of 8 document as stipulated in pt 4 of sl.no.16 are found to be submitted less than the same (8) , the priority for allotment of vehicles shall go to such PAP who full fills maximum no. of submission of valid document on first cum first serve basis and so on.
3.If a PAP submit more than one application in any category, his first application shall only be considered. Other application shall be treated as rejected.
4.However if a PAP applies for both the category (i.e. for Hiring of
Innova/Bilhaur/2016 & Hiring of Bolero/2016) than his 1st priority shall be considered for (higher version i.e. for Innova) and his 2nd application shall be on wait list, after those applicants who have applied for single vehicle for Bolero category, in line with the date & timing of submission of application and sequence shall be taken up for consideration after other submitted application for single vehicle.
5.If a PAP submits application with less than 8 Nos. of document as per pt No. 4, Sl no. 16 and later on submits these documents at a later date. Then his sequence is first cum first serve basis shall be the date/ time when he completes his submission for all 08 documents.
6.If more than two applicants (PAP) submit their document at the same date & time, than propriety of sequence shall be as following
a.More no of submitted documents ( as per pt 4 of sl.no.16)
b.Latest date of purchase of vehicle ( As per R.C)
c.More area of acquired land by NTPC.
d.Higher age of the PAP
7.Verification of PAP shall be done by NTPC as per the norms.
UNDER TAKING TO BE SUBMITTED BY PAP IN LIEU OF SUBMISSION OF UP TAXI PERMIT
(To be obtained on a duly notarised Non judicial stamp paper of Rs 10/- purchased in favour of Executant)
AFFIDAVIT
TO,
Sr.Manager(C&M)
NTPC Ltd,
NRHQ, Lucknow
We declare that at present we don’t have a “UP taxi permit” of vehicle and wish to participate in the tender (Hiring of Bolero/Bilhaur/2016). However in event of being the successful bidder, it is mandatory for us to obtain “UP taxi permit ” of vehicle as per norms , within 30 days from the date of award of the above contract failing which our contract is liable to be terminated along with the forfeiture of security deposit.
(Signature……………………………
( Name of Agency/PAP)………………………………..
(Designation)………………………………….
(Common Seal)……………………………….
Date