TERMS AND CONDITIONS FOR HIRING OF OFFICE SPACE AT GWALIOR. Invitation for Proposals. For. Hiring of Office Space at Gwalior

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1 Invitation for Proposals For Hiring of Office Space at Gwalior Aavantika Gas Limited is a Joint Venture Company of GAIL & HPCL and its Head Office is located at 202-B, IInd Floor, NRK Business Park, Vijay Nagar Square, A.B.Road, Indore (M.P). AGL invites sealed proposals for hiring of office space of around 1, square feet (excluding Lift, Lobby, Staircase etc) for its office at any one of the following location on lease basis for the period of 10 years: 1. Tansen hotel to University Tiraha. (within 100 meters from Main Road both side) 2. Sachin Tendulkar Marg (from Hanuman Temple T Point to Govindpuri Square) 3. Station Bajaria (DB Mall Tiraha) to Phool Bagh Circle via Padav circle 4. Phool Bagh Circle to Gurudwara Nadi Gate 5. Phool Bagh Circle to Khedapati Colony (Sai Baba Temple) 6. Both the Malls (Deen Dayal and DB Mall) The proposed office should be located on the above mentioned main Streets / Roads. Due date & time for submission of bids: upto 1400 Hrs. (IST). The detailed terms and conditions for hiring of office space can be viewed and downloaded from AGL website ( For any queries, bidders may contact Contracts and Procurement Department, Aavantika gas Limited, 202-B, NRK Business Park, IInd Floor, Vijay Nagar Square, A. B. Road, Indore , Phone cp@aglonline.net

2 Contents Section I. Section II. Section III. Section IV. Section V. Section VI. Invitation for Bids (IFB) Instructions to Bidders (ITB) Bidders Eligibility Criteria (BEC) Rejection Criteria Details to be submitted along with technical bid in respect of property offered for hiring- Annexure I Schedule of Rates - Annexure II

3 SECTION - I Invitation for Bids (IFB) SUBJECT: HIRING OF OFFICE SPACE FOR AAVANTIKA GAS LIMITED AT GWALIOR 1.0 M/s Aavantika Gas Limited (A joint venture company of GAIL & HPCL), is in the business of city gas distribution to supply Natural gas to domestic, commercial, industrial and automotive vehicles at Indore, Ujjain, Pithampur and Gwalior. Aavantika Gas Limited (AGL) requires office space at Gwalior, Madhya Pradesh and invites applications from the bidders under two bid system for hiring of office space as per the Terms and Conditions given below: I. Name of Work :Hiring of office space for AGL at Gwalior, Madhya Pradesh II. Period of Contract : Ten (10) Years from date of possession of premises with provision of termination of contract with a notice period of three months from either side. III. Bid Due Date and Time : 1400 HRS. (IST) ON IV. Opening of Unpriced Bid: : 1500 HRS. (IST) ON V. Venue for Opening of Bids: Aavantika gas Limited, 202-B, NRK Business Park, IInd Floor, Vijay Nagar Square, A. B. Road, Indore , Phone : e- mail:cp@aglonline.net 2.0 This document is non-transferable. Bidder must submit the bid directly. Any bidder who meet the BIDDER S ELIGIBILITY CRITERIA (BEC) and wishes to quote against this document may download the bidding document from AGL s website Agents are not permitted Offers from Agents will not be considered, No fees for agent will be paid. No amount other than Rent and Maintenance shall be paid. 3.0 Bidder has to download this document from AGL website at the time of submission of the bid such bidders shall submit an undertaking that contents of the bidding documents have not been altered or modified. 4.0 All bids received against this document, shall be evaluated as per the Bid Evaluation Criteria (BEC) and provisions of this document. 5.0 Lease Period: 5.1 The lease period shall be 10 years from the date of possession of premises with provision of termination of contract with notice period for three months as per scope. Page 3 of 23

4 After the expiry of the lease period of 10 years, the lease agreement may be further extended for an o t he r 5 years period as per mutual consent and agreed terms. 6.0 Bid is to be submitted separately in two parts, in a sealed envelope, super-scribed with this document Title, due date, item and nature of bid (priced and un-priced). Non- compliance of the same may lead to rejection of the bid. PLEASE NOTE THAT RENT SHALL NOT BE INDICATED IN UN-PRICED SOR OR UN-PRICED BID. PRICES ARE TO BE SUBMITTED ONLY IN PRICED BID PART II IN SEALED ENVELOPE. 7.0 Bids should be valid for 3 months from the bid submission date. 8.0 Bidders are advised to quote strictly as per terms and conditions of this documents and not to stipulate any deviations/exceptions. Once quoted, the bidder shall not make any subsequent price change whether resulting from or arising out of any technical/commercial clarifications sought with respect to their bid, even if any deviation or exception may be specifically stated in the bid. Such price changes shall render the offer liable for rejection. 9.0 AGL shall not be responsible for any delay, loss or non-receipt of bid. Telex/Fax/Telegraphic offers shall not be accepted. AGL reserves the right to accept or reject any or all bids received at its absolute discretion without assigning any reason whatsoever. For and on behalf of AGL. Manager- (C&P) Aavantika Gas Limited Page 4 of 23

5 HIRING OF OFFICE SPACE AT INDORE CUT - OUT SLIPS Page 5 of 23

6 HIRING OF OFFICE SPACE AT INDORE DO NOT OPEN THIS IS A QUOTATION SUBJECT : Hiring of office space for AGL at Gwalior DUE DATE : (UPTO 14:00 HRS IST) FROM: M/s. TO: Manager (C&P), Aavantika gas Limited, 202-B, NRK Business Park, IInd Floor, Vijay Nagar Square, A. B. Road, Indore , Phone : cp@aglonline.net (TO BE PASTED ON THE OUTER ENVELOPE CONTAINING TWO ENVELOPES OF PART-I AND PART-II OF BIDS) Page 6 of 23

7 HIRING OF OFFICE SPACE AT INDORE UN-PRICE BID (PART-I) DO NOT OPEN THIS IS A QUOTATION SUBJECT : Hiring of office space for AGL at Gwalior DUE DATE : (UPTO 14:00 HRS IST) FROM: M/s. TO: Manager (C&P), Aavantika gas Limited, 202-B, NRK Business Park, IInd Floor, Vijay Nagar Square, A. B. Road, Indore , Phone : cp@aglonline.net (TO BE PASTED ON THE ENVELOPE CONTAINING UN-PRICE BID; i.e. PART-I) Page 7 of 23

8 PRICE BID (PART-II) DO NOT OPEN THIS IS A QUOTATION SUBJECT : Hiring of office space for AGL at Gwalior DUE DATE : (UPTO 14:00 HRS IST) FROM: M/s. TO: Manager (C&P), Aavantika gas Limited, 202-B, NRK Business Park, IInd Floor, Vijay Nagar Square, A. B. Road, Indore , Phone : cp@aglonline.net (TO BE PASTED ON THE ENVELOPE CONTAINING PRICE BID; i.e. PART-II) Page 8 of 23

9 Section-II INSTRUCTIONS TO BIDDERS (ITB) 1. ARTICLE 1: DOCUMENTS COMPRISING THE BIDS The bid should be prepared by the bidder in English language only and shall comprise the following: a. Un-priced Bid (Part I) containing all details and commercial terms & conditions. (Any deviation/additional information/annexure have to be submitted in the un-priced Bid only.) NO PRICE SHALL BE INDICATED IN THIS UNPRICED SOR OR UNPRICED BID. b. Priced Bid (Part II) containing the prices offered for the entire scope of work & services. 2. ARTICLE 2: COST OF BIDDING a. The bidder shall bear all costs associated with the preparation and submission of the bid, and AGL, will in no case, be responsible or liable for these costs, regardless of the conduct or outcome of the bidding process 3. ARTICLE 3: CLARIFICATION OF BIDDING DOCUMENT A prospective bidder requiring any clarification of the Bidding Documents may notify AGL in writing or by at AGL s mailing address indicated in the Invitation for Bids. AGL may, if deem appropriate, respond in writing to the request for clarification. AGL will respond in writing to any request for clarification of the Bidding documents. Reply to the bidder s queries will hosted on AGL website. 4. ARTICLE 4: BID PRICE a. The bidder shall submit price in SOR (Annexure-II) attached to these documents Complete Prices for the scope of work identified in this documents. b. The bid price shall be inclusive of all taxes & duties including all statutory payments like Municipal/ local taxes, Property Tax, land & water charges & other similar taxes & levies applicable from time to time, however, GST shall not be part of bid price and it will be reimbursed extra if applicable at actual against documentary evidences and proof of registration under GST rules. c. The price shall be quoted in SOR format without any changes / alterations. Price including escalation quoted by the bidder shall remain fixed during the entire period of the lease agreement and not subject to variation on any account. Page 9 of 23

10 5. ARTICLE 5: PERIOD OF VALIDITY OF BIDS a. Bids shall be kept valid for 3 months from the final bid due date. A bid valid for a shorter period may be rejected by AGL as non-responsive. b. In exceptional circumstances, the AGL may solicit the bidder s consent for an extension of the period of validity. The request and the responses thereto shall be made in writing or by cable or Telex/Fax. A bidder granting the request will not be required, nor permitted to modify substance of his bid or change the price. 6. ARTICLE 6: SEALING AND MARKING OF BIDS Bidders shall submit their bids duly signed on each page in three separate parts in sealed envelopes super-scribed with the Bid Document number, due date, item and nature of bid (Technical bid and Price bid). PART - I: UNPRICED BID This envelope should contain following documents duly notarized: 1. Details of the property to be filled-in as per Annexure - I. 2. Power of Attorney in case of bidder is other than owner. 3. Copy of title deed of the property offered. 4. Certificate from Indore Municipal Corporation / Authorized State Government Agency stating that the property can be leased out for commercial uses. 5. Plot Plan of the property. 6. Layout plan of the floor offered with dimensions. 7. Photograph of the proposed property. 8. Details of information as sought at Annexure- I (Section VI) 9. Unpriced SOR duly signed by the bidder 10. Complete document duly signed. PART - II: PRICED BID W ITH FULL PRICE DETAILS AS PER SOR FORMAT. No other document/condition should be enclosed with the price bid. Two envelopes containing Part-I and Part-II should be enclosed in a larger envelope duly sealed and bear the name and address of the bidder. The envelopes shall be Addressed to:- Manager (C&P), Aavantika gas Limited, 202-B, NRK Business Park, IInd Floor, Vijay Nagar Square, A. B. Road, Indore , Phone : The envelope should bear the words QUOTATION, DO NOT OPEN. Page 10 of 23

11 If the outer envelope is not sealed and marked as above, AGL will assume no responsibility for the misplacement or premature opening of the bid. Also Bidder shall ensure that the envelopes used are strong enough to with stand the weight and enroute handling by Postal department. 7. ARTICLE 7: E-PAYMENT AGL has initiated payments to suppliers and contractors electronically and the bidder should give their account number and other details in any one of the above banks to facilitate payment through e-banking. 8. ARTICLE 8: DEAD LINE FOR SUBMISSION OF BID & LATE BID a. Bids must be received by the AGL at the address specified in Article 6 above not later than the date and time specified in the IFB. b. AGL may, at its discretion, on giving reasonable notice by or any written communication to all prospective bidders who have been issued the bid documents, extend the deadline for the submission of bids in which case all rights and obligations of the AGL and the bidders, previously subject to the bid due date, shall thereafter be subject to the deadline as extended. c. Any bid received by the AGL after the deadline for submission of bid prescribed under IFB shall be rejected and returned unopened to the bidder. 9. ARTICLE 9: Modification and Withdrawal of Bids The bidder may modify or withdraw his bid after the bid s submission, but before the due date of submission provided that the written notice of the modification, including substitution or withdrawal of the bid is received by the AGL prior to the deadline prescribed for submission of bids. No bid shall be modified after the deadline for submission of bids. 10. ARTICLE 10: PRELIMINARY EXAMINATION OF BIDS a. Bids, submitted shall be scrutinized by AGL on the basis of documents submitted by the bidders. b. Clarification of bids: After opening of the bids, to assist in the examination, evaluation and comparison of bids, AGL may, at its discretion, ask the bidder for a clarification of its bid. The request for such clarification and the response shall be in writing. Change in price or substance of bids shall not be sought, offered or permitted during such written clarification of the bid c. A committee consisting of the officials of AGL will visit for physical inspection of the property offered after un-priced bid opening of the bidder. Priced bids of those bidders, who are found techno-commercially acceptable, will be opened. Page 11 of 23

12 11. ARTICLE 11: OPENING OF PRICE BIDS The price bids of those bidders, who are found to be technically qualified as elaborated at Article 10, will be opened in the presence of the bidders. 12. ARTICLE 12: EVALUATION AND COMPARISON OF BIDS a. AGL will evaluate as per Bidder Eligibility Criteria and compare the bids previously determined to be substantially responsive. b. Arithmetical errors will be rectified on the following basis:- If there is a discrepancy between the unit price and total price, that is obtained by multiplying the unit price and quantity, the unit price shall prevail and the total price will be corrected/ if there is a discrepancy between the total amount and the sum of total prices, the sum of the total prices shall prevail and the total bid amount will be corrected. I. For full terms of Lease Period of 10 years, bid shall be evaluated based on sum of total quoted price by the bidder for full scope of services as per SOR and any conditions mentioned in scope of work. Evaluated price of all the bidders shall be compared together to arrive at the lowest bid. II. Out of the above comparison the lowest bidder shall be considered for award. 13. ARTICLE 13: LEASE AGREEMENT Successful bidder shall have to enter into Lease Agreement with AGL. Page 12 of 23

13 Section-III BIDDERS ELIGIBILITY CRITERIA a) The clear title deed of the Office Space offered must be in favour of the bidder. b) Power of attorney is to be submitted in case of Bidder is other than the Owner. c) The carpet area should be around 1, square feet (excluding Lift, Lobby, Staircase etc). d) Copy of the Plot Plan must be enclosed. e) Copies of approved Layout plan of the floor offered with dimensions to be enclosed. f) The proposed office should be located on the below mentioned main Streets / Roads. 1. Tansen hotel to University Tiraha. (within 100 meters from Main Road both side) 2. Sachin Tendulkar Marg (from Hanuman Temple T Point to Govindpuri Square) 3. Station Bajaria (DB Mall Tiraha) to Phool Bagh Circle via Padav circle 4. Phool Bagh Circle to Gurudwara Nadi Gate 5. Phool Bagh Circle to Khedapati Colony (Sai Baba Temple) 6. Both the Malls (Deen Dayal and DB Mall) g) A Committee will visit all the sites offered as a part of Technical evaluation and to decide whether the offered site meets the requirement or not. h) Offers with carpet area variation more than +/- 10% to the upper & lower limit mentioned above shall be liable for rejection. Page 13 of 23

14 SECTION-IV REJECTION CRITERIA 1. AGL requests to bidders to accept all terms & conditions stipulated in this document without taking any deviation for speedy decision. Bidders are requested to note that taking deviation or suggesting modifications to the terms & conditions contained in the bid document may result in bids be considered non-responsive, and the bid is liable for rejections. Page 14 of 23

15 SECTION-V SCOPE OF WORK FOR PROVIDING COMMERCIAL OFFICE SPACE OF AROUND SQUARE FEET AT GWALIOR AND OTHER TERMS AND CONDITIONS 1. The offered space should have flooring, False ceiling, Firefighting system and ready to use toilet blocks (Male & Female) with sanitary fittings of standard make. 2. All interior works & furnishing (including ACs) shall be done by AGL through separate tender. The owner should not have any objection in execution of the interior works by AGL. However, any modification of permanent nature shall only be done after taking prior consent of the Owner. 3. Bidder will provide electrical connection of sufficient and required capacity to meet the office requirement with 100% power back-up for running fans, lights & computers installed at office. Electrical sanctioned load of the offered property should be able take care of all appliances including air-conditioners & other general electrical appliances like; lighting, Fan etc. 4. The Owner shall provide the power supply till the distribution mains of the offered office space at no additional cost, the internal fittings and wiring shall be carried out by AGL. 5. Electricity bills for the premises will be paid by AGL on receipt of bill and Lessor shall provide a separate meter to AGL at his own cost. 6. The maintenance of the Electrical power supply system till the distribution mains of the offered space (excluding internal fittings & wiring) shall be done by the owner at his own cost. 7. Housekeeping & Maintenance of the common area shall be the responsibility of the Owner. Housekeeping of the hired carpet area shall be done by AGL. However, Owner shall do the maintenance of the Flooring & False Ceiling (other than physical damage), Fire Fighting system, Toilet sanitary system, sewage system and water supply system of toilet blocks, at his own cost. 8. In case of failure on the part of party/bidder to carry out maintenance and housekeeping activities to the satisfaction of AGL, the same shall be carried out by AGL at the risk & cost of bidder and amount so spent shall be recovered from the bills (monthly rent) of the party as certified by the EIC and shall be binding on the Bidder. 9. Owner shall supply and maintain the 24 hrs running Water supply for Toilets and pantry section at their own cost. Drinking water, shall however, be arranged by AGL. 10. PAYMENT TERMS i. Payment of monthly rent would be released on submission of invoice duly certified by Engineer-In-Charge (EIC) on or before the 15th of the next month after adjusting any charges on account of non-compliance of the agreed terms and conditions. Applicable deductions of TDS/other statutory deductions as per Income Tax Act/ other statutory Acts would be made. Page 15 of 23

16 ii. iii. iv. GST: The contract price shall be inclusive of all taxes & duties applicable from time to time. However, GST will be reimbursed extra at the rates as admissible from time to time against documentary evidence and proof of registration under GST rules. Commencement of lease rent shall start from the date of actual possession of the property. The bidder must submit NOC from the appropriate Government Authority for leasing out the property. Monthly rent/payment shall be released on submission of invoice duly certified by Engineer in Charge (EIC). Advance equivalent to Two months rent/lease rent can be paid to the owner which shall be refunded at the time of handing over vacant possession of property after expiry of the lease period or on termination thereof. v. The rent offered by the bidder shall remain firm for first 3 years and thereafter an escalation (as quoted by the bidder in the Priced bid) will be applicable for every subsequent term of the Lease agreement. The terms will be as below Total Lease period 1st Term 2nd Term & 3rd Term 4th Term - 10 Years - 3 Years (fixed Rent) - 3 Years each - 1 Year Lease & Termination: The offered space shall be hired on lease for a minimum period of 10 years. This shall be renewed further for another 5 years period as per mutual consent and agreed terms. Either party can terminate the lease by serving a written notice of 3 months. 11. The bidder shall provide adequate parking space for two wheeler and four wheeler parking of office staff and Customers. Bidder shall indicate parking space availability in their proposal. Adequate parking space should be available without any additional cost to AGL. 12. All statutory payments, duties, taxes inclusive of Municipal taxes, property tax, land & water charges, fees etc. would be the responsibility of the Bidder. 13. It would be responsibility of the Bidder to get the Lease Deed registered. The expenses incurred on the same would be reimbursed by AGL on production of receipt. 14. OTHER TERMS: Carpet Area should be around 1, square feet (excluding Lift, Lobby, Staircase etc). Offers with carpet area variation more than +/- 10% to the upper & lower limit mentioned above shall be liable for rejection. Building should have clear commercial title deed without any encumbrance Office Space should be on Ground floor or else with lift facility. Page 16 of 23

17 Commercial Electricity Connection with Load as required by AGL should be provided by Landlord Toilets blocks for Male & Female should be available. Offered space should have False Ceiling, Flooring, Ducting for AC etc. Dedicated Parking Facility for at least 5 cars and Two Wheelers should be available Power Back up for Office (for Fans, Light & Computers) and common area. As per the Govt. Regulations the offered building should be free from the DRDE (DRDO) restricted zone. Page 17 of 23

18 Section-VI ANNEXURE -I The bidder is requested to go through the points below and provide necessary information for their offer. A) Details of the Owner: 1) Name and Address of the Bidder: 2) Telephone/ Cell no/ Fax no. : 3) Location of the Premises: (Attach Sketch Plan) B) Details of the Localities: 1) Whether the localities is free from special hazards like Fire/ Flood etc: 2) Is there any adverse feature such as Industry which may create noise, dust, smoke etc. in the near vicinity? 3) Radial distance (in KM) of offered premises from Main Road 4) Accessibility from Main Road / Facing Main Road: C) Details of the Property: 1) Area of the Premises in Sq.fts. (a) Super Built-up area (b) Built Up Area (c) Carpet Area : Sq.Fts : Sq.Fts. : Sq.Fts (Refer ISI Code No. S ) Excluding the followings: i) Lift ii) Lobby iii) Staircase etc. (Please enclose Architect Report showing the measurement of Carpet Area on the basis mentioned above) Page 18 of 23

19 2) Please furnish the details of the Offered Premises: (a) Year of Construction: (b) General status of building and Premises: (c) W hether any immediate repair is needed. If so, please specify: (d) W hether Completion Certificate Obtained: (g) W hether any dispute on the Property Taxes: i) If Property Tax Paid up to date: ii) Any pending property tax on the premises to be leased; 3) Does any portion of the property fall within the railway/ National Highway/ underground cable etc? D) Terms of lease offered: i) Period of lease: (10 years) E) Name of the other Public Sector Companies/ Banks/ Govt Offices/Other Companies occupying the existing premises from them: F) Amenities and other facilities: (a) Water availability (whether municipal water/ bore well water, if through over head tank or sump) please clarify Page 19 of 23

20 (b) Indicate Sanctioned load for light and power separately: (c) Lift facilities: (d) Generator for emergency: (e) Fire Fighting arrangement: (f) The amenities & facilities (as per requirement of the company) already exists in the offered space or to be provided by the Offerer after necessary modification and repairs: (g) Condition of flooring, walls, ceiling and offerer is agree to undertake the Modification/ repair as per requirement: (h) Mandatory supply of three phase electric power, confirm : Yes/ No (i) central security arrangement: (j) Arrangement for Vehicle Parking: (k) Any other relevant information: (Attach separate sheet if necessary) G) Bidder shall confirm the following : i) Confirm that contents of bidding document hosted in AGL website has not been altered ii) Bid prices are inclusive of all taxes & duties including all statutory payments like Municipal/ local taxes, Property Tax, land & water charges & other similar taxes & levies applicable, but excluding GST iii) Confirm that prices in requisite SOR has been submitted in priced bid iv) Confirm that bid validity is up to 3 months Page 20 of 23

21 H) Other Conditions to be noted by Bidders: 1) All taxes etc will be born by the owner. Company/ Tenant will pay the monthly rent after deduction of TDS as per Income Tax Rules applicable from time to time. I) In case of document downloaded from web site, Undertaking to the effect that the bidder has not altered/modified the contents of the bidding document on the website I/ W e confirm that all the above are true. We also confirm that we hold clear title of the property and all construction of the accommodation offered are carried out as per rules and regulations. Place: Signature : Name of the Bidder : Name : Designation : Date : Seal : Page 21 of 23

22 SECTION VI (SCHEDULE OF RATES) Page 22 of 23

23 S.NoDescription Total carpet Area quoted in Sq.Ft. Rate in Rs. Per Sq. Ft. Rate in Rs. Per month Quantity in Months Total Amount = 3*4 6 7 = 5*6 01 Lease rent for approximately sq. ft carpet area *: Complete carpet area as per the scope of works (Section V) of the premises including all statutory taxes, duties, property tax etc. liable to be paid and shall 36 be borne by the owner giving the premises on lease to AGL except GST which shall be reimbursed by AGL based on documentary evidence (For Ist Three year Term) 02 Rent for IInd Three Year Term with escalation (if any) Rent for IIIrd Three Year Term with escalation (if any) Rent for IVth Term (1 year) with escalation (if any) Maintenance charges towards services to be provided in the premis including daily housekeeping common area, civil, 120 electrical maintenance (as defined scope of work) and common security excluding GST Total Amount for 120 Months excluding GST (INR) Total Amount for 120 Months excluding GST in words (INR) Note: i) GST if applicable shall be extra which shall be paid as per actual against documentary evidences and proof of registration under GST rules. ii) The above mentioned Carpet area is just for evaluating the bids, however the actual payment shall be made on the basis of the requirement mentioned in the bid document (1800~2000 Sq. Ft ) and finally agreed in lease agreement. Signature:. Name of the Bidder. Designation.. Date Seal Page 23 of 23