Feedback

How to Submit a Quotation/Tender for Providing a Vehicle on Hire to DLSA, Jajpur (2024)

This guide outlines the process for submitting a quotation/tender to provide an AC vehicle on hire to the District Legal Services Authority (DLSA), Jajpur. The tender is open to reputed service providers, including travel agencies, tour operators, and private individuals with valid GST registration. The guide provides detailed instructions on eligibility, required documentation, and the submission process.

Step-by-Step Tender Submission Process

1. Review the Tender Notice

The DLSA, Jajpur has issued a tender notice (Order: 02/09.08.2024 Annexure-I) inviting sealed quotations from interested parties. The vehicle required is an AC vehicle, such as Tiago, Bolt, Celerio, Swift (Petrol), or a similar model, preferably white, with a seating capacity of 5, including the driver. The vehicle will be used for official purposes on a monthly rental basis.

2. Check Eligibility Criteria

Before participating in the tender, ensure you meet the following eligibility criteria:

• GST Registration: The service provider must have valid OGST registration.
• GeM Registration: If the service provider is under the jurisdiction of Municipal Corporations, they must be registered on the GeM platform.
• Vehicle Requirements:
  • The vehicle must be roadworthy, not older than 3 years from the date of initial registration, and must have all valid documents (Registration Certificate, Insurance, Fitness, Pollution Certificate, Contract Carriage Permit, proof of up-to-date tax payment).
• Driver Requirements:
  • The driver must possess a valid Driving License for a light transport passenger vehicle and should have sufficient experience. The driver should also be well-behaved, gentle, and obedient.

3. Prepare the Required Documents

Gather the following documents before submitting your tender:

• Vehicle Documents:
  • Commercial Registration Certificate.
  • Insurance Certificate.
  • Up-to-date Tax Payment Receipts.
  • Fitness Certificate.
  • Pollution Certificate.
  • Contract Carriage Permit.
• Driver’s Documents:
  • Driving License.
  • Validity details of the Driving License.
• Security Deposit:
  • A sum of ₹10,000/- in the form of an Account Payee Bank Draft drawn in favor of the Secretary, District Legal Services Authority, Jajpur.
• Tender Application Fee:
  • A Demand Draft for ₹1,000/- towards the cost of the application (non-refundable).
• Bank Details:
  • First page of the bank passbook, including account number and IFSC code.

4. Download the Application Form

The tender application form, including General Bid Information & Terms and Conditions (Annexure-A & B), can be downloaded from:

• Jajpur District Court Website: https://jajpur.dcourts.gov.in
• Jajpur District Website: https://jajpur.odisha.gov.in

The form will be available from 12.08.2024 to 02.09.2024.

5. Complete the Application Form

Fill out the application form carefully, ensuring that all information provided is accurate. The form should include:

1. Service Provider Details: Name, address, OGST number, GeM registration number.
2. Vehicle Details: Registration number, year of manufacture, make and model, mileage, and details of the driver.
3. Driver’s Details: Name, address, Driving License number, and validity.
4. Proposed Hire Charge: Monthly hire charge (excluding fuel) should be quoted, which should not exceed ₹20,000/-.
5. Fuel Efficiency: Vehicle’s mileage (minimum average 17 km per liter).

Ensure that all documents are self-attested and that no overwriting/corrections are present on the application form, as this may lead to rejection.

6. Submit the Quotation/Tender

The completed tender, along with all required documents, should be submitted in a sealed envelope. The envelope should contain separate envelopes for the Technical Bid and Financial Bid and should be superscribed with “Quotation for Providing of Vehicle on Hire Basis.”

Submission Address: To The Secretary,
District Legal Services Authority,
Jajpur,
At-Civil Court Premises,
P.O/P.S/Dist-Jajpur,
Pin-755001.

Submission Deadline: Ensure that your submission reaches the DLSA office on or before 02.09.2024 by 02:00 P.M. Submissions can be made via registered post, speed post, or by hand.

7. Attend the Tender Opening

The tender will be opened on 02.09.2024 at 04:30 P.M. in the Video Conferencing Hall of Civil Courts, Jajpur. Bidders or their authorized representatives may attend the opening.

Troubleshooting Tips

• Ensure Timely Submission: Late submissions will not be considered, so make sure your application reaches the office before the deadline.
• Double-Check Documentation: Incomplete or incorrect documentation can lead to disqualification.
• No Overwriting: Any overwriting or corrections in the bid documents will result in rejection.

FAQs

Q1: Can I submit my tender after the deadline?

A1: No, tenders submitted after the deadline of 02.09.2024 by 02:00 P.M. will not be accepted.

Q2: What is the application fee, and is it refundable?

A2: The application fee is ₹1,000/-, and it is non-refundable.

Q3: What should be the age of the vehicle?

A3: The vehicle should not be more than 3 years old from the date of initial registration.

Q4: How much is the security deposit?

A4: The security deposit is ₹10,000/-, which will be refunded to unsuccessful bidders after the tender process is complete.

Conclusion

Submitting a tender for providing a vehicle on hire to the District Legal Services Authority, Jajpur involves following a clear and structured process. Ensure that all eligibility criteria are met, documents are properly prepared, and the application is submitted before the deadline. By following this guide, you can confidently participate in the tender process and increase your chances of being selected.