File No.14/1/ 2010-Genl


Ministry of Commerce & Industry

Directorate General of Foreign Trade

Udyog Bhawan, New Delhi

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New Delhi, the    1st November, 2011.


Tender Notice


Subject Hiring of Commercial Cars.


The Directorate General of Foreign Trade invites quotations for hiring of DLY AC/Non-AC Cars make-Maruti SX4(Vxi)/Esteem/TATA-Indigo/Indica/Swift Dzire 2009 model and latter model in excellent condition for use of its officers initially for one year.  The average requirement  of the Directorate ranges from 4 to 6 Cars for each working day.  The last date of receipt of quotation is by 3.00 P.M  22nd  November, 2011.  The quotations in sealed cover superscribed “Quotations for hiring of commercial cars” should be addressed to the Foreign Trade Development Officer (General Section) Room No.202 (Tele:23063451), Udyog Bhavan, New Delhi.  The quotation should be accompanied with an EMD of Rs.20,000/- drawan in favour of “Accounts Officer, Central Pay & Accounts Office (DGFT), New Delhi without  which the quotation will not be considered.   The successful bidder will be required to provide a Security Deposit of Rs.1,00,000/- upon award of the contract.  The quotations will be opened on 23.11.2011 at 4.00 P.M.  Those tenderers , who wish to be present, may do so at the above venue.


2.               The rates should be quoted in the following manner:-

(a)             Rate for 2600Kms, and 330 Hrs. per month

(b)            Rate for 80 Kms and 10 Hrs. per day

(c)             Rate for additional Km.

(d)            Rate for additional Hour.


3.                    The bidding firm should have previous experience of at least 3 years for supplying of cars in one or more Government Department/Ministries/Autonomous Bodies/ PSUs etc.    Bidding firm should furnish along with quotation, copies of such contracts and satisfactory certificate from the concerned Department/Ministries/autonomous Bodies/PSUs etc.


4.            The prospective bidders are requested to go through the enclosed Terms and Conditions of the contract carefully.  The rate quoted should be inclusive of all charges except taxes.  Incomplete or ambiguous bids without documentary proof will not be considered.


(Prakash Chand)

Foreign Trade Development Officer






a)     The quotations should be accompanied with  copies of PAN Number and Service Tax Number of the firm.


b)     The number of cars to be engaged is not fixed and may vary day to dayas per requirement of the Directorate.


c)     Initially the contract will be valid for a period of one year and may however be extended for one more year on satisfactory performance of the firms on mutual agreed terms and conditions.


d)     Directorate General of Foreign Trade reserves the right to obtain the service from other sources.


e)     Under no circumstances, the rates once approved will not be changed during the contractual period.  However, 1/3 rd of the rates (considered to be consumption on fuel) may revise upwards/downwards proportionately to the revised rates of the fuel.  This revision of rates would be done after one year of commencement of contract.  Similar pattern would be followed, if the contract is further extended .


f)      The Directorate will not be responsible for any lapse on the part of the contractor during or after the expiry of the contract.


g)     The driver of the car should have a valid driving licence, well experienced and familiar with the city roads.  The driver should be neatly dressed in dark blue uniform and well-mannered.


h)     The contractor will have to get the police verification of all the drivers at his own cost and submit the same to this office.


i)      The drivers will have to be provided with mobile phones at the cost of the Contractor.


j)      The car and the driver deployed with an officer will not be changed except with the prior consent of the user officer.


k)     In  case the car is not made available on any particular day the Directorate will be at liberty to hire vehicle from any other source at your expenses.


l)      In case the driver report for duty for more than 15 minutes beyond the scheduled time, a penalty of Rs. 100/- would be levied which will be deducted from the bill.


m)   Additional penalty can also be imposed if the contractor violates any of the terms and conditions of the contract.


n)     The mileage for use of the vehicles will start from the place where the driver is scheduled to report for duty and shall also end at the same place.  No night charges will be paid.



o)     The agency should be in position to provide additional car to meet emergent requirement of the Directorate at a short notice.


p)     Actual parking charges/toll taxes/entry taxes/state taxes in connection with the official duty will be paid by the Contractor and the same will be reimbursed on the basis of challan/receipt.


q)     The vehicle will be replaced/arranged by the contractor immediately in the event of break down/accident.


r)      The driver will always keep his registration certificate, pollution fee certificate and other such documents ready as required by the Govt. Authorities for inspection.


s)     The agency must have a ‘24 hours working telephone system’ so that the requirement of cars can be intimated at short notice at odd hours/holidays.


t)      The Directorate reserves the right to cancel the contract at any time without assigning any reason.  The service provider will not be entitled to claim any compensation against such termination.  However, while terminating the contract, if any, payment is due to the contractor for services already performed in terms of the contract, the same would be paid to it as per the contract terms.  In case of any dispute, the decision of the Directorate shall be final


u)     The Directorate shall not be responsible for damages of any kind of any mishap/accident/injury caused to the car(s)/deriver(s) while performing duty for the Directorate. All liabilities legal or monetary shall be borne by the Contractor.


v)     The Security deposit will be refunded only after the satisfactory expiry of the contract.  


w)   Payment of hiring charges will be made on monthly basis against a bill to be preferred in the following month.


(Prakash Chand)

Foreign Trade Development Officer