Request for Offer for Empanelment of Hotels for providing Boarding and Lodging Services Last date for receiving the offers is 8 th September, 2015 For detailed information, please log on to website: ud-hp.in URBAN MANAGEMENT CELL DIRECTORATE OF URBAN DEVELOPMENT GOVT. OF HIMACHAL PRADESH PALIKA BHAWAN TALLAND, SHIMLA -02 HIMACHAL PRADESH
URBAN MANAGEMENT CELL DIRECTORATE OF URBAN DEVELOPMET PALIKA BHAWAN TALLAND, SHIMLA -02 HIMACHAL PRADESH REQUEST FOR OFFER Directorate of Urban Development, Government of Himachal Pradesh, Shimla, is implementing the Comprehensive Capacity Building Programme (CCBP) under the JNNURM now AMRUT, 100% centrally sponsored scheme of Ministry of Urban Development, Government of India. The programme intends to enhance capacities of urban local bodies (ULBs) and the respective Mission Directorates and/or Implementation Units to initiate the activities under the scheme. Accordingly, Urban Management Cell (UMC) being established under the said programme as State Resource Centre at Directorate of Urban Development, Shimla is responsible to conduct 500 trainings/workshops during the four years project tenure, thus about 120-150 trainings/workshops per year at various levels. Therefore, about 1500-2000 nos. of participants are expected to undergo the training in different batches during the current financial year 2015-16. The maximum number of participants at any given time may range from 30-90, though the final turn-out may vary. As part of the programme, Urban Management Cell (UMC), Directorate of Urban Development has to arrange boarding, lodging for the participants in the Hotels of highest standards in and around the office premises of Directorate of Urban Development, Palika Bhawan, Talland, Shimla on single occupancy and double occupancy basis with an upper ceiling of Rs. 1600/- per night and Rs. 3000/- per night respectively. This would be all inclusive i.e. breakfast, dinner and all taxes and service charges. Sealed tenders are invited by Directorate of Urban Development, Shimla-02 from reputed hotels for providing of following services: S.No. Description of Goods and Services Validity of Rates/Contract 1. Rooms for boarding and lodging facility on single occupancy / double occupancy basis One Year (subject to renewal after one year) Earnest Money (in Rs.) 40,000/- 1. Tenderers shall ensure that their tenders, duly sealed and signed complete in all respects, as per instructions contained in this tender document are to be submitted at the address Director, Directorate of Urban Development, Palika Bhawan, Talland, Shimla 171002, Himachal Pradesh, on or before the closing date and time indicated in the paragraph below, failing which the tenders will be treated as rejected due to late submission. The envelope should be superscripted as Empanelment of Hotels for the year 2015-16. 2. The details of the tenders can be obtained from the office address mentioned below or from the website ud-hp.in. Page 2 of 8
3. Directorate of Urban Development (DUD), Shimla shall reserve all rights to choose the best hotels of appropriate star rating/room size within the prescribed ceiling in Shimla. The driving distance time between the Hotel and the DUD office as well as parking facility will be a consideration in selecting the Hotel. DUD s decision in this regard shall be final and binding. 4. The number of hotels to be empanelled will be decided by the DUD and any canvassing in this regard will not be acceptable. 5. The most competitive and complete offers will be put in the panel of DUD initially for one year and same can be renewed for further one year or lesser period depending on the satisfactory service delivery on same or new terms and conditions. 6. The training calendar will be provided by DUD to the hoteliers from time to time in advance to ascertain the availability of desired services. 7. A non-refundable tender document fee of Rs. 1000/- by demand draft payable to Director, Directorate of Urban Development, payable at Shimla to be submitted along with tender. Tender/bid without deposit fee shall not be entertained. 8. Offer must be sent on the proforma as enclosed at Annexure-A with the terms and conditions duly signed as a token of acceptance. 9. The offer should be accompanied with all other documents and earnest money deposit (EMD). The EMD of unsuccessful tenderers shall be refunded at the earliest and of successful tenderer shall be adjusted against performance security. 10. The performance security equal to 10% of contract amount shall be obtained from the successful tenderer on the award of the contract in the shape of Demand Draft and shall remain with DUD for a period of 60 days beyond the completion of contract. 11. The last date for submission of tenders is 8th September, 2015 by 1500 hrs. In the event of any of the above mentioned dates being declared as holiday/ closed day, the tenders will be received on the next working day at the appointed time. Page 3 of 8
Clause 1: General Terms and Conditions 1.1 The period of empanelment of Hotel Services would initially be for one year from the date of signing of contract which can be renewed for further one year or lesser period depending on the satisfactory service delivery on same or new terms and conditions. The bidders shall quote the price and other components of price as per the format for financial offer attached. 1.2 The rates quoted w.r.t. hotel services shall be most competitive in terms of rates and prices prevalent in the market. 1.3 No seasonal revision in rate shall be allowed during the period of empanelment. 1.4 The prospective bidders should have the compliance of all the relevant Laws, Acts and regulations as applicable from time to time. 1.5 After opening the financial offer, a committee of officers of DUD will visit the hotels to check/inspect the facilities provided by each one. On the basis of the report of the committee, the offers will be shortlisted and empanelled as per rules. 1.6 The empanelled hotel shall be responsible to make hotel booking on the request of the authorized officer. 1.7 The upper limit of price to be quoted for single occupancy room is Rs. 1600/- per room per day, and that for double occupancy is Rs. 3000/- per room per day, all inclusive i.e. breakfast, dinner and all taxes. All the rates quoted must be including all taxes and service charges. 1.8 The Hotels should have the capacity to provide minimum 12-15 nos. of rooms at a time. 1.9 All the rooms should be well ventilated and furnished with single bed/double bed, attached toilet with modern fittings, cupboard, geyser, complementary toiletries, mobile/laptop charging points, TV with cable channels, central heating/ heating system, Wi-Fi/internet facilities wall to wall carpeting, study table chair etc. 1.10 Lenin and towels in the rooms should be absolutely clean or hygienic. 1.11 The Hotel should have proper in-house arrangements to provide meals to the guests. 1.12 The Hotel should have 24 hrs. room service and power back-up system. 1.13 The hotel shall also provide the local transit facility to the guests from hotel to the training/workshop venue i.e. Directorate of Urban Development, Palika Bhawan, Talland, Shimla. 1.14 The hotel should provide the lodging and boarding facility for drivers. This can be in the form of dormitory. 1.15 The hotel will provide the required service as per the highest quality standards and in case of any lapse found, Hotel Management shall be held responsible. In case of breach, Page 4 of 8
Director, Urban Development, Himachal Pradesh will be free to impose penalty at the rate of 5% deductable from the quoted rates. In case of repetition, Director, Urban Development reserves all rights to terminate the empanelment/contract. 1.16 If more than one hotel quotes the same rate, the empanelment shall be in the descending order of the star rating. If more than one hotel of the same star rating quotes the same rate, DUD reserves the right to choose the hotel on the basis of distance from the office and suitability on other parameters. The decision of DUD shall be final in this regard. 1.17 DUD shall have exclusive rights to cancel / terminate the empanelled agency at any time and without any notice at its own discretion without assigning any reason thereof. Clause 2: Terms of Payments 2.1 The bills raised by the Hotel shall clearly mention the billing components (basic tariff, taxes and levies etc.). 2.2 The bills of the hotel shall be accompanied with a copy of the booking order duly issued by authorized signatory of DUD at the time of payment. 2.3 No advance payment will be released. 2.4 The Hotel will raise the bill as per the number of rooms actually occupied. The payment will be made as per related laws/rules. 2.5 As far as possible, payment of bills will be made to the hotel/hotelier within one month of submitting of the bills to the DUD Office. Clause 3: Eligibility Criteria for Bidders In order to become eligible, the Hotels/Hotelier should fulfill following qualifications: 3.1 Registration of ownership 3.2 Registration for Service Tax 3.3 Income Tax Registration 3.4 Registration with Food Safety and Standard Authority of India (FSSAI) 3.5 Registration with Municipal Corporation, Shimla / Himachal Pradesh Police for Trade License 3.6 Registration with Fire Department for Fire License Clause 4: Documents to be attached The financial offer should be accompanied with the following documents duly self attested: Page 5 of 8
4.1 A non-refundable fee of Rs. 1000/- in the shape of Demand Draft 4.2 EMD of Rs. 40,000/- through D.D. / Pay order 4.3 Photo Copy of the ownership certificate 4.4 Photo Copy of Service Tax Registration certificate in the name of registered owner 4.5 Photo Copy of PAN certificate in the name of registered owner 4.6 Photocopy of Health License issued by Municipal Corporation, Shimla / Health Department, Himachal Pradesh 4.7 Photocopy of Trade License issued by Municipal Corporation, Shimla / Himachal Pradesh Police 4.8 Photocopy of Fire License issued by Shimla Fire Service 4.9 Photocopy of registration with Department of Tourism, Govt. of Himachal Pradesh Page 6 of 8
TENDER FORM ACCEPTANCE OF TERMS & CONDITIONS To Date. Ref: Your Tender document No.. dated We, the undersigned have examined the above mentioned tender enquiry document. We now offer to provide and deliver- boarding & lodging facility in conformity with your above referred document for the sum of as quoted in price bid (total tender amount in figures and words), as shown in the financial offer, attached herewith and made part of this tender. If our tender is accepted, we undertake to provide the lodging and boarding, in accordance with our request to offer. We agree to keep our tender valid for acceptance for a period up to 90 days.we also accordingly confirm to abide by this tender up to the aforesaid period for one year initially and this tender may be accepted any time before the expiry of the aforesaid period. We further confirm that, until a formal contract is executed, this tender ( read with your written acceptance thereof within the aforesaid period) shall constitute a binding contract between us. We further understand that you are not bound to accept the lowest or any tender you may receive against your above-referred tender enquiry... (Signature with date).. (Name and designation) Duly authorized to sign tender for and on behalf of.. Page 7 of 8
FINANCIAL OFFER Annexure-A Scope of work: Providing accommodation, lodging facility to the guests of DUD for 50 trainings per year as under: Firm Ref. No S.No. Particulars Tentative Nos. of Units per year 1 European Plan (Room tariff per day for lodging only) 2 Modified American Plan (Room tariff per day with buffet breakfast and dinner) 3 Dinner/Lunch charges per person per day (Dal, Rice/Pulao, Veg., Paneer Veg., Non-Veg., Curd/Raita, Salad, Papad, Chapati/Tandoori/Nan, etc.) 100 (10 single) (90 double) 480 (50 single) (430 double) 1500 Rates per day for single occupancy (all inclusive in Rs.) Date:... Rates per day for double occupancy (all inclusive in Rs.) (Total estimated cost in words: Rupees Nineteen Lakhs, Sixty Thousands Only/-) (Total estimated cost in numbers: Rs. 19,60,000/-) Note: 1. Bidder firm shall quote strictly as per financial offer above failing which the offer shall be summarily rejected. 2. Firm has to fill in all the above columns otherwise the quotation will outrightly be rejected. If there is a discrepancy between the amounts expressed in words and figures, the amount in words shall prevail. Date: Place: Seal & Signature of the tenders Address:.. Page 8 of 8