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Uttar Bihar Gramin Bank 

Head Office, Kalambagh Chowk, Muzaffarpur 

TENDER DOCUMENT 

For Vehicles 

Tender reference No.HO:GAD:2013-14:10 dt. 21.06.2013 

Invitation for tender 

Uttar Bihar Gramin bank intends for the purpose of hiring of 06 Bolero /Sumo vehicle for use of 

Regional Managers for a period of two years. The details of the vehicles and their deployment 

shall be as below:- 

UNIT 

Type of Vehicles Required No. of vehicles Year of manufacture Expected date 

required not older than of deployment 

R.O. 

Mahindra Bolero / Tata Sumo 01 2012 Immediate 

Muzaffarpur(East) 

R.O. Motihari(South) Mahindra Bolero / Tata Sumo 01 2012 Immediate 

R.O. Bagha Mahindra Bolero / Tata Sumo 01 2012 Immediate 

R.O. Siwan(East) Mahindra Bolero / Tata Sumo 01 2012 Immediate 

R.O. Madhepura Mahindra Bolero / Tata Sumo 01 2012 Immediate 

R.O. Benipur Mahindra Bolero / Tata Sumo 01 2012 Immediate 

Tenderer shall return his offer duly filled. Tendrer shall also return his tender document duly signed and stamped on 

each page along with your offer. The offer should reach us on or before 10.07.2013 up to 05:30 PM in a sealed 

envelope super scribed as “TENDER FOR VEHICLES ON MONTHLY HIRING BASIS FOR UTTAR 

BIHAR GRAMIN BANK MUZAFFARPUR ” The tender will be opened on 11.07.2013 at 3:30 pm. 

Tender reference HO/GAD/213-14/10 dated 21.06.13 

Start date of tender 26.06.2013 

Last date for bids 10.07.2013 upto 5.30 PM 

Address for 

General Manager 

communication Uttar Bihar Gramin Bank 

Kalambagh Chowk, Sharma Complex, 

Muzaffarpur 

The earnest money deposit(EMD) is worth Rs. 10000/- (Ten Thousand ) only for each vehicle and is 

required to be deposited along with the submission of tender in the form of a demand draft in favour of 

Uttar Bihar Gramin Bank payable at Muzaffarpur. 

All the provisions ,instructions and terms & conditions mentioned in this tender document shall be 

binding on the successful tenderer . In case of refusal on his part to sign the agreement with UBGB under 

the terms & Conditions of this contract the EMD shall be liable to be forfeited. 

UBGB reserves the right to accept or reject any/all offers, without assigning any reasons thereof, and/or 

to amend the terms and conditions at any stage of contract. 

You are advised to see that the tender documents are submitted after full consideration and understanding 

of the work envisaged under this contract. The tender document may be downloaded from www.ubgb.in 

[ O. P. SINGH] 

GENERAL MANAGER 

E/RAO/GAD/TENDER/Vehicle

INSTRUCTIONS TO THE TENDERERS & TERMS AND CONDITIONS 

01. SCOPE OF WORK 

It is proposed to hire 06 vehicles for use of UBGB, H.O. Muzaffarpur, for a period of 2 years. 

The details of the vehicles and their deployment shall be as below:- 

UNIT 

R.O. 

Muzaffarpur(East) 

R.O. Motihari(South) 

R.O. Bagha 

R.O. Siwan(East) 

R.O. Madhepura 

R.O. Benipur 

Type of Vehicles 

Required 

Mahindra Bolero / Tata 

Sumo 


Sumo 


Sumo 


Sumo 


Sumo 


Sumo 

No. of vehicles 

required 

Year of manufacture 

not older than 

Expected date of 

deployment 

01 2012 Immediate 






Each vehicle will normally be attached with an individual Regional Manager and used for 

journey for local movements in their concerned area and other places. However, it can also and 

will be for exclusive use of UBGB and will not be deployed for any other use during its idle 

time. The monthly remuneration will be a lump sum amount in any calendar month. UBGB shall 

not be responsible for any loss or damage for the vehicle and person engaged by the agency. 

02. TENURE OF THE CONTRACT 

a) At the initial stage, the contract shall be awarded for a period of two years from the date of 

commencement of contract. UBGB shall, however, have the right to exercise its discretion of 

extending the contract by one more year. 

b) It is obligatory on the part of the contractor to continue to work at the rates prevailing 

on the last date of the contract even beyond the contract period of 2+1 year for at least four 

months or till the new contract is finalized, whichever is earlier. 

c) UBGB reserves the right to terminate the contract at any stage, either in full or in part, 

without assigning any reason and without any prior notice. In the event of the contract being 

terminated by UBGB before the completion of the initial period of two years for reasons of the 

Contractor the EMD shall be liable to be forfeited 

03. ELIGIBILITY 

The tender must be accompanied by the following documents failing which the bid will be 

deemed technically invalid:- 

i. Certificate of service Tax Registration. 

ii. Satisfactory proof of owing the required vehicles of specified make/ model . 

iii. 

iv. 

E/RAO/GAD/TENDER/Vehicle 

EMD of 10000/- as mentioned. 

Attested copy of registration certificate.(any of the following) 

a) Under shops & establishment act in case of proprietary concern. 

b) Under partnership act ; attested copy of partnership deed duly signed by all 

partners in case of partnership firm. 

c) Under companies act, attested copy of AOA/MOA in case of company. 

v. Individual can also apply who possesses the vehicle registered for commercial 

purpose.

04. EARNEST MONEY (EMD) 

Each tendrer shall be required to deposit a sum of Rs. 10000/-(Ten thousand ) only as 

earnest money in the form of crossed Demand Draft in favour of “Uttar Bihar Gramin Bank” 

payable at Muzaffarpur and valid for a minimum period of three months from the date of 

issuance .Applications received without EMD shall not be considered for the purpose of this 

tender. The amount of EMD will be refunded to the non-successful tendrers within three months 

of finalization of the contract. However, No interest shall be paid on the earnest money 

deposited. The amount of EMD will be treated as security deposit for the contract period. 

05. COMPLETION/SUBMISSION OF TENDER DOCUMENT 

i. Each page of the tender document should be signed and dated by the tenderers or such 

person(s) on his behalf as is legally authorized to sign for and on his behalf. 

ii. Incomplete or conditional tenders or tenders containing omissions or alterations are 

liable to be rejected. If any corrections become necessary , these must be made in ink and all 

such corrections must be attested by full signature of the tenderer and dated. 

iii. The tender form complete in all respects should be placed in a sealed envelope super scribing 

“TENDER FOR SIX VEHICLES ON MONTHLY HIRING BASIS FOR REGIONAL 

OFFICE OF UTTAR BIHAR GRAMIN BANK”. The tenders duly completed must reach at 

Head Office on or before 10.07.2013 upto 5.30 PM. The tenders will be opened on 10.07.2013 

at 1.30 PM. UBGB reserves the right to consider or reject such tender. 

06. SCHEDULE OF RATES 

a) The lump sum rate for each vehicle should be filled in carefully by the tenderer after 

considering all the aspects. Any overwriting in the lump sum rate should be avoided and 

should be signed in full be the tenderer. 

b) A fixed amount will be payable to the contractor for each calendar month ,for the period 

the vehicle is in use with UBGB. The tenderers should quote a lump sum rate for each 

vehicle per month for the use of 24 hours. 

c) The evaluation for the technical and financial bid will be for the entire lot of six vehicles. 

The financial evaluation of the tenders will be on the basis of the lowest quote for the 

lump sum . 

d) UBGB will also pay the receipted charges which are in the nature of toll receipts , 

parking receipts & entry tax wherever & whenever applicable. UBGB will also pay 

“service tax” as applicable. UBGB will pay the cost of fuel. The vehicle shall remain in 

possession of the officer of the bank for 24 hrs. 

e) The contractor shall be required to pay all the other charges for the vehicle including 

registration charges, Road tax, Insurance charges , maintenance charges, salary of driver, 

various other taxes and levies, if applicable, fines etc. 

f) If individuals are quoting the rate for separate region the rate will be finalized on the 

basis of lowest rate quoted by any individual for any region. 

07. TERMS & CONDITIONS 

a) The vehicles to be provided by the Contractor shall be as per the specifications given in the 

tender letter, having the year of manufacture & registration not older than year 2012. 


) If any tendrer already possess the vehicles meeting desired specifications as mentioned in 

this tender documents & earmarks/nominates such vehicles for the purpose of this tender at the 

time of submission of this tender then he shall be required to provide all the necessary 

information /documents as a proof for the same, for the said vehicles, as mentioned in this tender 

document. 

c) The vehicles shall be registered in the name of the person or the entity bidding for this contract 

& the bidder shall submit proof for the same . in the event of failure on the part of the 

successful bidder to comply with the said stipulation the EMD of the Contractor shall be liable to 

be forfeited. 

d) The drivers & the vehicles to be provided for the purpose of this contract shall be provided on 

a dedicated basis and shall not be changed every now & then. However the contractor should 

make necessary alternate arrangements to provide periodical rest/leave to the drivers. 

e) The drivers shall possess a valid driving license, should be well behaved and punctual , while 

on duty, they should never be in an intoxicating state or smoking. The contractor shall be 

required to change/replace the driver/s in case not found suitable by UBGB. 

f) The drivers should have a cell phone to communicate on duty. 

g) The contractor shall insure the vehicles at his own cost . He shall indemnify UBGB against 

any loss or claims which could come to UBGB in the course of performance of this contract by 

him under any provisions of the various laws in the country. The contractor, in his own interest, 

may get the driver/s of the vehicles also insured. 

h) UBGB reserves the right to negotiate with the lowest bidder. Such negotiation with the lowest 

bidder shall not confer any right on the lowest bidder to quote a higher rate than his original 

quote, withdraw from his offer, or demand any change in the terms & conditions of this contract. 

In the event of failure on the part of the successful bidder to comply with the said stipulation the 

EMD of the successful bidder shall be liable to be forfeited. 

i) Moreover , no remuneration other than the approved rates shall be payable to the Contractor. 

The reimbursement by UBGB for toll receipts & parking receipts will be in addition & will be 

based on actual. 

j) The contractor shall be comply with rules and regulations and laws etc. , of the Central Govt., 

and Local bodies . or of any competent authority, applicable to the vehicles or the drivers 

employed for the above work. 

UBGB reserves the right to re-tender or modify the Terms & Conditions of the tender. 

UBGB reserves the right to negotiate/ re-negotiate with the L1 party. 

08. AMENDMENT TO TERMS & CONDITIONS 

UBGB reserves the right to make additions/alterations to and/or amend/alter the Terms & 

Conditions of contract at any stage of the contract 


09. TAX DEDUCTION AT SOURCE 

Deduction towards Income Tax at source as applicable under the Income Tax act, 1961 will be 

made from all payments made to the contractor. 

10. An agreement for acting as contractor for providing vehicles hiring basis will be made 

between the contractor and the bank at Head Office, Muzaffarpur. 

11. PAYMENTS 

Payments due to the Contractor will be made on a monthly basis on receipts of bills along with a 

copy of log book. Normally the payments would be made within 15 days of submission of bills. 

However , no interest shall be payable to the Contractor if the payment is not made within the 

stipulated period 

ALL THE TERMS AND CONDITIONS LISTED FROM ABOVE IN THIS TENDER 

LETTER HAVE BEEN READ CAREFULLY,HAVE BEEN UNDERSTOOD AND ARE 

ACCEPTED 

Signature of tenderer 

Address :: ………………………… 

…………………………………….. 

…………………………………….. 

Tel. No. :: ………………………… 

Mob. No. :: ………………………. 

Email :: ………………………….. 


ANNEXURE I 

AGREEMENT FOR ACTING AS A ” CONTRACTOR” 

FOR PROVIDING 06 VEHIVLES ON MONTHLY HIRING BASIS FOR UTTAR BIHAR 

GRAMIN BANK, HEAD OFFICE, MUZAFFARPUR. 

Contract agreement No ……………………. 

Dated………………… 

An agreement made this ……………………….date………………. Two Thousand Two 

Hundred and Eight between the chairman , UBGB, as chief executive and administrator of Uttar 

Bihar Gramin Bank (A Govt. of India Undertaking) represented herein by the chairman, Uttar 

Bihar Gramin Bank (herein after called UBGB) on the one part and ………………….. carrying 

on business at ………………………………………………………..….under the name of 

………………………………………………………(herein after called the Contractor which 

expression shall be deemed to include his/their respective Heirs, Executors, Administrators, 

Legal Representatives Successors and assignees) on the other part for the purpose of 

providing vehicles on hire basis for UBGB’s, Regional office at the rates and under the 

conditions specified in the tender document. 

In consideration of the payment to be made by UBGB, the Contractor shall duly perform the 

said duties of the said tender document said forth and shall execute the same with great 

promptness, care and diligence and in a manner to the satisfaction of UBGB and will perform the 

services in accordance with the Terms & Conditions of the contract with effect from 

……………………………day of ………………… up to …………………………………..day 

of …………………………………and will observe, fulfill and honour all the conditions therein 

mentioned ( which shall be deemed and taken to be part of the contract as if the same had been 

fully set forth therein) and UBGB hereby agrees that if the Contractor observes and honours 

the said Terms and Conditions of the contract , UBGB will pay or caused to be paid to the 

Contractor for the services , on the completion thereof, the amount due in respect thereof at 

the rates specified in this tender document. 

In witness whereof the said parties have hereunto set their hands the day and year first 

above written. 

…………………………… 

CONTRACTOR 

………………………… 

GENERAL MANAGER 

FOR AND ON BEHALF OF UBGB 

WITNESSES 

WITNESSES 

1……………………………… 

1 ………………………………….. 

………………………………. 

…………………………….………. 

……………………………….. 

…………………………………….. 

2. …………………………….. 2 …………………………………… 

……………………………… 

…………………………………… 

………………………………. 

…………………………….………. 

……………………………….. 

…………………………………….. 


To, 

The General Manager 

Uttar Bihar Gramin Bank 

Head Office, Kalambagh Chowk, 

Sharma Complex, 

Muzaffarpur – 842 001 

Financial Bid 

Date:- 

Sub:- OFFER FOR ENGAGEMENT OF 06 VEHICLES ON MONTHLY HIRING BASIS 

FOR HESD OFFICE, MUZAFFARPUR 

With reference to your tender enquiry , we submit our offer as under:- 

S.N. 

1. 

Type of vehicle 

and unit 

For Regional 

Office 

Details 24 hrs 

per day 

Lump sum Monthly 

Rates (in Rs.) 

Fuel required for 

per 10KM (litre) 

2. 

3. 

4. 

5. 

6. 

The lump sum rate quoted by the agency will be inclusive of all the charges for the vehicle 

including registration charges, Road tax, insurance charges, maintenance charges, salary of 

driver, various other taxes & levies, if applicable, fines etc. UBGB will pay the receipted 

charges which are in the nature of toll receipts, parking receipts, & entry tax wherever 

applicable. UBGB will also pay “service tax’ if applicable. 

ALL THE TERMS AND CONDITIONS LISTED IN THE TENDER DOCUMENT HAVE 

BEEN READ CAREFULLY HAVE BEEN UNDERSTOOD AND ARE ACCEPTED. 

Yours faithfully, 

------------------------------------------- 

( Name & Signature of Tenderer ) 


Separate form to be used for each vehicle 

Declaration to be made by the tenderers for vehicle to be used for Regional 

Manager. 

( Strike off whichever is not applicable ) 

A. I possess the specified vehicle at present. ( Yes / No ) 

( In case of ‘Yes’ the details as mentioned below pertaining to the vehicle offered to be used in the said contract 

should be duly filled and proof for the same, in the form of photocopy of the certificates, should be enclosed 

alongwith the tender document at the time of submitting the tender document.) 

1. Name of the registered owner :: 

2. Registration No. /Vehicle No. :: 

3. Date of registration :: 

4. Registration valid upto :: 

5. Year of manufacture :: 

6. Manufactured by (Company) :: 

7. Make :: 

8. Chassis No. :: 

9. Engine No. :: 

10. Tax paid upto :: 

11. Name of Insurance Company with which the car is insured :: 

12. Date of Insurance :: 

13. Insurance valid upto :: 

14. Others :: 

B. I intend to offer the vehicle ( manufacturing year as specified in the tender document ) for the 

said contract, I shall produce all the certificates and proof pertaining to the vehicle as desired by 

the Bank within the stipulated time period in this tender document. ( Yes / No ) 

___________________ 

Signature of tenderer

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