Tender Notice for Private Vehicle on Rental basis for Government work to KNNL Sub Division No.3 Nargund on Hire charges basis for the year 2026-27 in KARNATAKA

INSTRUCTIONS TO TENDERERS:Depending on the requirement of Department, Vehicle is to be provided for minimum of 26 days a month with an average running of 2500 Kms or 300 hours per month. The normal billing will be for this running only. The agreement will be from July-26 to March-27 for the year 2026-27

It shall be the responsibility of the Bidder to ensure credit of Tender Processing Fee and EMD into the respective receiving bank accounts of e-Procurement on or before the last date and time of bid submission.

EMD Payments through e-Payment mode shall be made as one single transaction and payments made in part are liable for rejection.

Whenever situation demands Driver should work even on Sundays or holidays as per instructions of officers but no extra Amount will be paid for working on holidays.

Beyond 2500 kms the billing will be as per the quoted rates by the supplier.

The vehicle should be provided for a period of minimum 10Hrs per day from 9.00hrs to 19.00hrs.

Vehicle should be in good condition. Xerox copies of owner ship (RC book) Comprehensive Insurance, Valid Taxi permit (Yellow Board) and other required documents should be given.

Mahindra Bolero / Jeep/Mahindra Neo (Yellow board) of 2017 onwards model.

The bidder provide vehicles along with experienced good drivers having proper knowledge of the geography of Karnataka.

The driver of the vehicle should have valid driving license with validity extended upto end of March 31, 2027.

Driver of the vehicle is expected to carry, a mobile Telephone which is in working condition the number of which shall be provided on the trip sheet along with the number of the bidder to be contacted in case of emergency/ complaints.

An alternate vehicle should be arranged in case the vehicle provided breaks down.

Driver shall maintain a log book /trip sheets and enter the mileage performed and obtain signature of the person /official travelled in the vehicle Should submit the same to the office.

Certificate should be provided if the supplier has supplied the vehicle for Govt departments earlier.

If the supplier has not provided the vehicle in time and irregular in the agreement period, then the supplier will be treated as defaulter and his tender will be terminated and his EMD will be forfeited and fresh tenders will be called.

If supplier has fitted the vehicle with LPG, same has to be entered in RC book and certificate from RTO has to be submitted. The fuel mentioned in the RC book only has to be used.

If the Department procures its own vehicle in the agreement period the Agreement stands cancelled from that day and the supplier cannot claim any compensation for curtailment of agreement period.

No extra allowance will be given to driver for halting during out side tour.

In case of Accident all risks lie with the Supplier and alternate vehicle has to be arranged by the supplier without causing hindrance to Department

Alternate Driver has to be arranged by supplier in case the Driver is on Leave.

Hire charges will be paid in the beginning of the next month after the service provided for the current month on the basis of available & grants.

If necessary, vehicle should be supplied during holidays also depending on the Govt. work. Supplier cannot deny the request of this department. It is assumed minimum run of 2500 Kilo meters per month however if vehicle running in a month is less than 2500 kilo meteres proportionately the amount will be reduced according to Kilo meter run per month.

Bidder shall be responsible for the safety, watch and ward of the vehicle as well as providing risk coverage for the vehicle, driver and guests/ passengers.

Bidder should have readymade boards printed as on Government of Karnataka Duty and affix on the vehicles. Vehicles should be kept in good condition, free of pests, odour and should be equipped with first aid box, fire extinguishers and other basic amenities.

All vehicles should have valid Fitness Certificate and up to date road tax paid (if annual road tax is applicable) or any other Taxes & fees.

If vehicle supplied is under repair, it is the responsibility of the Agency to provide alternate vehicle. Same driver shall drive vehicle every day. Only in circumstances beyond control. Alternative driver shall be sent for duty.

Any accident met during running of vehicle for office work shall be taken care of by Agency and department or officers will not take any responsibility on this.

During the Agreement period the vehicle shall not be used for private hire basis.

The owner shall fully with the various relevant provisions of the labour, like provident Fund ESI Act etc. And Executive Engineer KNNL, MRBC Division No.1 Nargund is not responsible for any of such compliances.

In case of halts outside the jurisdiction the Agency shall make necessary arrangements for the stay of the driver at own expense.

Taxes (IT, Cess etc) will be deducted at the prevailing rates from the bill.

Conditional tenders are liable to be rejected.

Each of the documents uploaded to the e-portal should be self attested by the bidder or an authorized representative in case of firm/company.

During the Agreement period (i.e. From July-2026 to March-2027) if the Department Allotted New vehicle to Above mentioned offices, in such cases the hired vehicle will be stopped and the agreement will be Terminated, and for the Remaining months the Bidder has no Rights to Claim the Bill.

All rights of Accepting/Rejecting the tender are reserved. The necessary certificate/document as stipulated above shall be scanned and attached to e-tender document. The original certificate/documents shall be produced while opening the tender.

The following documents should be uploaded by the bidder in the e-proc portal with the bid.a)B Register extract Rule 48 of KMV 1990 Registered in transport depart of Govt of Karnataka b)Certificate of fitness with due validity issued from transport Dept, GOK.c)Valid Insurance Coverage Certificate.d)Permit from State Transport Authority to run the vehicle as a contract carriage.e)Certificate / receipt for paying the road tax (with validity)f)Driving license of the vehicle driver (with due validity)g)Emission test certificate with validity.h)GST Registration Certificate.

NOTES: a)If any of the dates mentioned above happens to be a general holiday, the next working day holds good

The rates shall be entered in figures & words.

If the lowest bidder fails to enter into agreement within a period of 15 days from acceptance of his bid, his bid will be rejected with forfeiture of his EMD amount.

If the percentage quoted by contractor for the work is below 90% of the estimated amount put to tender or recast amount put to tender of the department, then the contractor shall furnish an additional performance security in the form of Bank Guarantee for an amount equivalent to the difference between the cost as per quoted percentage and 90% of the estimated amount put to tender or recast amount put to tender. In case of contractor quotation rates above 125% of the estimated rates then the amount over and above 125% will be withheld during the progress of work. The additional performance security will be released proportionately to the bill amount till the contractor achieves progress of the entire cost of the work as per the agreement.

Conditional tenders will be rejected. The Officer competent to accept the tenders shall have the right of rejecting any or all the tenders without assigning any reason and will not be bound to accept the lowest tender.

The rate quoted by the agency and the incidental tender amount on the basis of rate quoted must be inclusive of Sales Tax and any other duties, tax, etc. The agency is also required to pay octroi Dues levied by the State Government or any Local Body or Authority and ground rent if any, charged by the Executive Engineer for stocking materials. No extra payment on this account will be made to the agency.

The successful bidder shall produce a Security deposit of 5% of the amount put to tender for work in the form of fixed deposit pledged in the name of EXECUTIVE ENGINEER KNNL, MRBCC, DIVISION NO-01 NARGUND.

Corrigendum will be published in the web site for all modifications/corrections, if any.