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TENDER NOTICE NO. 03/2017

TENDER DOCUMENT

For

Tender for Vehicle Hiring for 2017-18, 2018-19

GUJARAT STATE DISASTER MANAGEMENT AUTHORITY (A GOVERNMENT OF GUJARAT UNDERTAKING)

(Block No. 11, 5th floor, Udyog Bhavan, Sector - 11, Gandhinagar – 382 011)

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Section 1: INVITATION FOR BIDS (IFB)

1.1 GSDMA is inviting agency for providing cab services for the period 2017 - 2019.

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Section 2: NOTICE INVITING PROPOSAL AND NECESSARY INSTRUCTION

2.1 Sealed Bid Documents under two separate envelopes are invited from bona fide,

experienced & reputed agencies of financial standing, meeting the pre-qualifying

requirement, for the scope of work.

NAME OF WORK Online Tender for Vehicle Hiring for 2017 to 2019

TENDER SUBMISSION Rs. 1,500/- (One Thousand Five Hundred Only) BY

COST DEMAND DRAFT in favour of CEO

GSDMA, Gandhinagar

(To be Submitted Online

and Physical before 17:00

hrs on 03/07/2017)

EMD Rs. 3,00,000 (Three Lacs

only ) BY DD / FDR in

favour of CEO GSDMA, payable at Gandhinagar

(To be Submitted Online

and Physical before 17:00

hrs on 03/07/2017)

The rate provided by the selected agency will

CONTRACT PERIOD

be valid from the date of appointment to two years

2017-18 and 2018-19

The tender can be downloaded from

ISSUE OF TENDER

10/06/2017 to 01/07/2017 1700 hrs on

www.nprocure.com

PROPOSAL DUE DATE Tender should be submitted before

(LAST OF DATE OF

1700 on 03/07/2017 (Online & Physical except

Financial Bid. Financial Bid to be submitted online

only) at the below

TENDER SUBMISSION) mentioned address

CEO, GSDMA

Block No 11, 5th

Floor, Udyog Bhavan

Sector 11, Gandhinagar 382011

OPENING OF TENDER

Pre-qualification papers will be opened on the same day

- 03/07/2017 at 1730 hrs in the presence of bidders

PART.1 Prequalified bidder would subsequently be

informed about their technical proposal or service to the

committee. The date , time and venue will be informed

later on to the pre-qualified bidder

PART.2 Price bid shall be opened for technically

acceptable bidder at later date.

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CONTACT PERSONS

(FOR ANY

CLARIFICATIONS)

CEO, GSDMA

Email : santoshgsdma@gmail.com;

pmscgsdma@gmail.com

Phone: +91 - 79 – 23259596, +91 9737712160

Pre Bid June 19, 2017 1700 hrs PM at GSDMA Section 3: SCOPE OF WORK 3.1 Agency will have to professionally manage fleets of coaches (buses – large and medium)

and pool of cars for smooth transportation of guests from airport to venue, from airport to

hotel, from venue to hotel and/or any individual requirements during the summit. 3.2 Agency to ensure that the vehicles are in good condition and they have all the required

permissions and papers as required under the govt. regulations such as registration, PUC,

insurance. 3.3 Agency is required to arrange and reserve some of vehicles for GSDMA and will make

allocation as per the instruction given by GSDMA. 3.4 Agency to ensure the number of vehicles of different category reserved for GSDMA well

in advance and for the purpose, agency may tie – up with its associate for procuring

vehicles However, agency is required to submit the contract copies of letter of supports

from the associate members to GSDMA along with the submission of bid document.

3.5 Agency is required to provide the detail of vehicles, driver details etc reserved for GSDMA

latest by 04/07/2017 1700 hrs

3.6 The vehicles reserved for GSDMA shall be placed at a designated location and will be

allocated as per the instruction of GSDMA 3.7 Vehicle reserved for GSDMA shall be released as per the instruction of GSDMA or

official authorized by GSDMA or respective authority working 3.8 Agency is required to submit duty slip of the vehicles reserved for GSDMA duly signed by

the liaison officials appointed by Government / GSDMA / any other authorized

organization or dignitaries or authorized person. The payment of the vehicles will be made

only on the basis of submission of original duty slip signed by concerned authority and on

the basis of the actual usage of vehicle. A sample proforma of duty slip is provided in this

document. 3.9 Agency is also required to manage the fleet arranged by GSDMA from any other sources

on complimentary basis. 3.10 Agency should engage dedicated team to handle transport management

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Section 4: QUALIFICATION CRITERIA 4.1 Agency should be registered firm 4.2 Agency should have minimum 5 years of experience as on 31/05/2017. 4.3 Agency should have average annual audited turnover of at least Rs. 1 crores in last 3

financial years (FY 2015-16, 2014-15 and 2013-14) 4.4 Agency must own at least 8 commercially register vehicle and heavy vehicle of different

mix in the name of owner/company. Vehicle owned by company owner family/ relative

who are not directly involved in the agency, will be considered. Agency should have

supplied vehicles (light and heavy vehicle) of different makes to at least one events

wherein they have supplied at least 10 vehicles, organised by the government and / or

quasi government agencies / financial / multilateral agencies in the last 5 years. 4.5 Agency should be an Income Tax Assesse and should have filed Income Tax return for the

last 3 Financial Years. (FY: 2015-16, 2014-15 and 2013-14) 4.6 The agency should have PAN No (In case of Partnership / Pvt. Ltd. firm PAN No. of firm

is required & in case of Proprietorship firm PAN No. of proprietor is to be enclosed). 4.7 The agency should have obtained GST registration in bidder’s/firm name. Provisional no

shall be provided in case permanent allocation is not made 4.8 Agencies should have office/s in Ahmedabad / Gandhinagar to regularly serve the account.

(Proof in this regard, to be submitted)

No legal proceedings with any of the clients and its employees related to the services of the bidding agency and or its affiliate. Agency should not be blacklisted from any of the Govt. of Gujarat, Govt. of India or State government PSUs. An affidavit to this effect should be

provided by the agency on appropriate stamp paper

4.9 Individuals who have done piecemeal/freelance/ job work are not eligible for this tender

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Section 5: PROPOSAL SUBMISSION

5.1 Technical Proposal 5.2 The following documents along with cover letter (clearly mentioning the acceptance of all

clause of this document) required to be submitted and shall be placed in a sealed envelope

clearly marked as “Technical Proposal for Vehicle Hiring”:

5.2.1 Certificate of registered of firm / company

5.2.2 Certificate from the chartered Accountant stating the experience of number of

years of firm.

5.2.1 Certificate from Chartered Accountant certifying the average annual turnover of the

firm / company. (Specimen provided under Technical Proposal Specimen

FORMAT B).

5.2.2 Certificate from Chartered Accountant certifying that the project handled by the

agency in last 5 years. (Specimen provided under

Technical Proposal Specimen FORMAT C).

5.2.3 Copy of IT assessment return for the last 3 years.

5.2.4 Proof of payment of Service Tax in last three financial years to be submitted.

5.2.5 List of vehicles with the details such as chases number, model, engine cc, name of owner,

5.3 Financial Proposal

5.3.1 Agency is required to furnish the details as mentioned at ANNEXURE 1 and shall

be placed in a sealed envelope clearly marked as “Financial Proposal for vehicle

hiring”. 5.4 Separate envelopes containing the tender fee & EMD and Technical Proposal should be

also prepared and be marked as “TECHNICAL

PROPOSAL, for Vehicle hiring. 5.5 Separate envelopes should be prepared for and the envelope should be clearly marked as

FINANCIAL PROPOSAL, for Vehicle hiring. 5.6 The envelopes containing the “Technical Proposal” along with the envelope containing

tender fee and EMD and “Financial Proposal’ shall be placed into an outer envelope

clearly marked “PROPOSAL FOR VEHICLE HIRING FOR CONFERENCE TO BE

HELD AT DIU and sealed. 5.7 This outer envelope shall bear the Name of the Assignment, submission address, etc. The

Proposals must reach GSDMA on or before the last date of submission mentioned in the

notice inviting tender.

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5.8 Any proposal received by GSDMA after the deadline for submission shall be returned

unopened. GSDMA shall not be responsible for any postal or courier delays. 5.9 All contents of the Proposal should be clearly numbered, indexed and arranged in a

sequence and SHOULD be HARD bound only 5.10 The Original Proposal shall contain no interlineations or overwriting, except as necessary

to correct errors made by the official of Agency themselves. The person who signs the

proposal must put initial against such corrections. 5.11 The proposals shall be signed and submitted by the Authorized Signatory of the Agency.

The authorization shall be attached in the Technical Proposal and shall be in the form of a

written power of attorney/ board resolution or in any other form demonstrating that the

representative has been dully authorized to sign.

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Section 6: INSTRUCTION TO BIDDING AGENCIES 6.1 The selection would be on the Quality cum Cost Based Selection (QCBS) based on the

final weighted score, subject to fulfilling the requirements of the Qualification Criteria.

The Proposal will form part of the contract with the selected agency. 6.2 A confirmation letter from the Agency for being able to provide the qualified team should

be attached 6.3 The Agencies shall bear all costs associated with the preparation and submission of their

proposals. GSDMA is not bound to accept any or all proposals, and reserves the right to

annul the selection process at any time prior to award of contract, without any liability to

GSDMA. 6.4 The Technical Proposal to be submitted by the agency should be firm and valid for a

period of 180 days from the last date of submission of the proposal. 6.5 Agencies may seek clarifications on the guiding document, if any, at the time of briefing

meeting or before 7 calendar days from the due date of submission of the Proposals. Any

request for clarification must be sent in writing or by fax to GSDMA. 6.6 At any time before the submission of Proposals, GSDMA may amend this document by

issuing an addendum, which shall be binding on the agencies. 6.7 The agencies shall acknowledge the tender conditions and all subsequent amendments and

submit along with their proposals duly signed. Therefore, the tender document signed by

the authorized signatory should be the part of the Technical Proposal

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Section 7: OPENING OF PROPOSAL 7.1 Gujarat State Disaster Management Authority (GSDMA) would open the proposals

immediately after the Proposal Due Date and Time for the purpose of verification of

requisite fees and EMD; verification of documents for pre-qualification would be

considered of only those agencies who have paid the requisite fees and EMD. 7.2 It compulsory for the bidder to remain present at the time of technical bid opening.

7.3 Agency would have bring in requisite copy of technical proposal in hard copy.

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Section 8: PROPOSAL EVALUATION

8.1 The evaluation of proposals shall be on the principle of Quality Cum Cost Based

Selection (QCBS) based on the final weighted score. The assignment shall be

awarded to the bidder scoring the highest final weighted score as decided by

selection committee.

8.2 Technical Proposal Parameter

Sr.

No Qualification

Documentary

evidence to be

attached

Max Score

1

Average Annual

Turnover of the Bidder

during the last 3 financial

years (FY 2015-16, FY

2014-15 and FY 2013-

14):

Audited balance sheets

along with copy of CA

certificate

30

2 Fleet of car as on March

31, 2017

Statement of RC details

of Vehicles duly signed

by authorized signatory

be submitted

30

3

Experience in the

field related to Fleet

Management. Number of

projects handled for

vehicle management in

last 2 years up to May 31,

2017 with minimum

supply of vehicles of 10

nos.

Copy of work order

and completion

certificate issued by

client

20

4

Methodology and work

plan and deployment of

resources

List of Drivers with

their DL No. Duly

certified by authorized

signatory

20

Total 100

8.3 Financial Proposal Parameter

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8.3.1 Agency is required to furnished the details as mentioned under Financial

Proposal Specimen at ANNEXURE 1

8.4 Financial The Technical Score obtained and the Financial Score obtained would be

multiplied (in percentage) with the weightage (in percentage) to arrive at Composite

Evaluation Score for each bid. The respective weightage for the Composite Technical

Score and the Composite Financial Score are set out in the table below:

Sr. No Description of Parameters for composite evaluation score

1 (A) Composite Technical Score - 70%- Weightage (minimum 20% should

be scored for qualification)

2 (B) Composite Financial Score - 30%- Weightage

Technical bid parameter

Composite Technical Score (RTS) will be analysed and assigned to each bid as below:

CS (Tech) = T / T(high) * 100

CS (tech) means Composite technical score obtained by bidder

T means technical score obtained by bidder

T(high) means highest technical score secured amongst the bidders If the company scores less than 50 marks in the Technical Section, it will not be considered

for the Commercial Bid at all. Financial Bid Parameters CS(Fin.) = F(Low) / F *100 CS(Fin.) is the Composite Financial Score F(Low) is the lowest financial bid F is the Bid by the Bidder Total Composite Score CS (Tech) *0.7 + CS(Fin) *0.3 The one with the maximum relative score would be selected

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Section 9: OTHER TERMS & CONDITIONS

9.1 Instructions

9.1.1 The drivers should have valid driving license of respective category.

9.1.2 To ensure that the drivers are courteous and in uniform and able to understand

English and the local language.

9.1.3 To organize an orientation program for the drivers about their duties and routes for

the summit.

9.1.4 To ensure that drivers should know the local roads and important locations in DIU. 9.2 Special Instructions

9.2.1 The selected agency shall have to set up a control room 24X7 at a place designated

by GSDMA for vehicle allocation, grievance handling and any other issue related

to transportation and it should have the following arrangements

9.2.1.1 Will have necessary amenities such as computer, printer, internet, telephone, fax machine etc.

9.2.1.2 Will have to station 4 persons between morning 8 am to

10 pm and 2 persons between 10 pm to 8 am and further, it also

have to make necessary logistics arrangement for the officials

deployed by GSDMA.

9.2.1.3 Will have to set up break down management system

9.2.1.4 Will have to set up 24X7 helpline number in control room

9.2.2 Information of number of vehicle and category of vehicle to be reserved

For GSDMA.

9.2.3 Vehicles to be reserved for GSDMA shall not be older than 3 years as on 31st May

2017. For the purpose, Agency may procure the vehicle from various transport service

provider and enter into contract with transport service provider. Agency is required

to consult GSDMA before releasing the vehicles.

9.2.5 Agency may tie up with its associate for procuring vehicles. However, agency is

required to submit the letter of support along with the tender to GSDMA.

9.2.6 The successful bidder will have to submit the MoU / Agreement with the associate

along with the fulfilment of other conditions such as deposit of Bank Guarantee for

performance security etc immediately after the declaration of result then only the

work order shall be awarded.

9.2.7 Failure to do so may result in termination of the contract / work order and the

security deposit may be forfeited by the Bureau. The decision of bureau will be

final and no argument will be allowed.

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9.2.8 GSDMA will not be held responsible for any accident take place and damage the

vehicle/s. In such case, the agency will be sole responsible and he/she cannot claim

from GSDMA for any damage occurred thereof. 9.3 Validity of the Proposal

The Proposal shall remain valid for 180 calendar days after the date of the opening of the

Technical Proposal. Both the parties would endeavour to complete the process of selection

and enter into agreement before the validity period. 9.4 Extension of Validity of Proposal

In exceptional circumstances, prior to expiry of the original Proposal Validity Period, GSDMA may request the agency to extend the Proposal Validity Period for a specified additional period.

9.5 Disqualification

The following events and circumstances may result in disqualification of the applicant

from the bidding process:

9.5.1 Submission of Proposal after the Proposal Due Date

9.5.2 If the Proposal contains misleading or false representation in the forms, statements

and attachments submitted in proof of the eligibility requirements

9.5.3 If the Proposal contains conditions other than the conditions mentioned in this

document or any additional condition put in by the agency to the GSDMA.

9.5.4 If the Proposal submitted with incomplete information such proposal will be

considered non responsive.

9.5.5 If the Proposal submitted is not accompanied by the required documentation will be

considered non responsive.

9.5.6 Agency is unable/fails to provide clarifications related to its Proposal.

9.5.7 Consultants who attempt to influence the qualification or selection process shall be

disqualified from the process at any stage

9.5.8 GSDMA reserves the right to reject or disqualify the proposal, if any detrimental

information becomes known after the Consultant has been qualified.

9.5.9 GSDMA reserves the right to reject the Applicant, at the time, or at any time after

such information becomes known.

9.5.10 In case of such disqualification under any circumstances, the decision taken by

GSDMA shall be considered as final and binding. 9.6 The selected agency is required to provide bank guarantee from nationalized bank 5% of

the cost of estimated work awarded in the beginning of the date of contract. (Estimated

cost of work shall have to furnish by the agency) 9.7 Payment Condition

9.7.1 GSDMA will not make any advance payment to the selected agency towards making

the arrangements of transportation for Conference

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9.7.2 The payment will be made by GSDMA for the vehicles booked by GSDMA. The

selected agency will be required to submit invoice and the original copy of duty slip

duly providing the name, mobile no. and signature of the user and driver is

mandatory.

9.7.3 Specimen of Duty slip provided under ANNEXURE will only be valid. No other format of agency will be considered for final payment.

9.7.4 The payment towards making transportation arrangements will be made by GSDMA

only if it instructed in writing by GSDMA only.

9.7.5 GSDMA shall not be liable to make any payment to selected agency for any

arrangements made without the consultation and approval of GSDMA.

9.7.6 GSDMA is free to appoint any agency to act as a mobility partner for the vehicles

and other logistics arrangements to facilitate the visitors without any financial

commitment.

9.7.7 If the selected agency does not confirm the bookings in a reasonable time limit or if

the agency does not have the required vehicle, than GSDMA has the right to offer

and hire the said vehicle from the open market and the selected agency will have to

bear the excess rate paid by GSDMA for the same. 9.8 Force Majeure

Neither party will be liable in respect of failure to fulfil its obligations, if the said failure is

entirely due to Acts of God, Governmental restrictions or instructions, natural calamities or

catastrophe, epidemics or disturbances in the country. Force Majeure shall not include (i)

any event which is caused by the negligence or intentional action of a Party or by or of

such Party’s agents or employees, nor (ii) any event which a diligent Party could

reasonably have been expected both to take into account at the time of being assigned the

work, and avoid or overcome with utmost persistent effort in the carrying out of its

obligations hereunder.

A Party affected by an event of Force Majeure shall immediately notify the other Party of

such event, providing sufficient and satisfactory evidence of the nature and cause of such

event, and shall similarly give written notice of the restoration of normal conditions as

soon as possible.

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Section 10: FORMAT AND SIGNING OF PROPOSAL 10.1 The proposal should be short, concise & include all points indicated in the

Document. 10.2 The Proposal shall be typed or written in indelible ink and should be in English. Proposal

in other language would not be accepted. The pages and volumes of each part of the

Proposal shall be clearly numbered. The Proposal shall contain all the information required

herein and references of previous submissions shall not be considered.

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Technical Proposal FORMAT - A (To be Signed and submitted by contractors on their letter heads) Declaration regarding Acceptance of Terms & Conditions contained in the Tender Document To CEO GSDMA A Government of Gujarat organization Block no. 11, 5

th floor Udyog Bhavan

Gandhinagar

Sir,

I have carefully gone through the Terms & Conditions contained in the Tender Document for the

Selection of Agency for vehicle hiring for conference 2017 at DIU and other mega event upto 31

June 2019. I declare that all the provisions of this Tender Document contained in the RFP are

acceptable to my Company. I further certify that I am an authorised signatory of my company and am, therefore, competent

to make this declaration. Yours Truly, Name: _______________________ Designation: _______________________ Company: _____________________ Address: ____________________

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FORMAT - B Certificate from Chartered Accountant certifying the average annual turnover of last three years.

Year Turnover (in Rs.)

2013 - 14

2014 – 15

2015 - 16

Average annual turnover in Rs. (2013 – 14, 2014

– 15 & 2015 – 16) I hereby certify that the average turnover of the <Name of the Company>, <Registered office address> for last three years (2013 – 14, 2014 – 15 and 2015 – 16) is Rs. <Amount> were from the activities of transportation only. Name of the Auditor: _______________________ Name of the Firm: _______________________ Address: _______________________ Signature of Authorised: _______________________ Signatory seal of Audit Firm; _______________________

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Financial Proposal

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ANNEXURE - I

Statement (A): Vehicle requirement on daily basis

Segment Model belonging to the

segment Rate/ 300km

Rate/ extra

hr.

Rate/ extra

km

A B C

Car –

Small

Suzuki Alto, Hyundai

i10, Santro, Tata Indica,

Maruti Zen, Toyota

Liva, Maruti Swift, Ritz

Car –

Mid

Tata Manza, Tata Indigo,

Hyundai Accent, Ford

Ikon, Nissan Sunny,

Toyota Etios, Mahindra

Verito, Tata Manza,

Maruti Swift Dzire,

Car -

Large

Maruti SX4, Hyundai

Verna, Honda City, Tata

Safari, VW Vento

MUV/

SUV

Toyota Innova, XUV

500, Chevrolet, Tavera,

Mahindra Xylo,

Mahindra Scorpio,

Renault Duster, Maruti

Ertiga

Bus

Volvo (B7R, B9R or

B11), Scania (XXL) or

Mercedes

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Terms and Conditions

� The driver allowance at Rs.150/- per day per vehicle will be payable as per prevailing

norms. This allowance will not be applicable for airport or railway station drop.

� Toll and Parking will be paid on actual basis.

� The kilometre and time will be calculated from point of pick up to the point of drop

� Duty slips have to be submitted with the signature and mobile of the user

� 50 percentage deduction in case vehicle is not reached in time. The other Vehicle if arranged in such a situation, the entire cost will have to be borne by the agency.

� 25 percentage deduction of the duty amount for driver’s misbehaviour, dirty vehicle

� The driver deployed should hold valid Licence, be in custody of all document viz. RC,

Pollution check etc. and be fully conversant with the routes of Event site

� A daily record indicating time and mileage for each vehicle shall be maintained in a Log Book. No payment shall be made without submission/verification of Log Book.

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ANNEXURES

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Code: SG/01

Format of Duty slip PART – A

The following vehicle was provided to:

Name of liaison Officer: ____________________________________________________

Designation: __________________________Department:_________________________

_

Contact no.: ______________________ Email id: ______________________________

For the period: From: / /201 to: / /201

Reported at

(Location):______________________________________________________________

appointed for

Name of Guest ______________________________________________________________

Designation:________________________Organisation:_________________________

Contact no.: __________________Country/State: _____________________________

Status of Guest: State guest Diplomat Delegate Speaker Govt.Officer

Other

If other (Specific :_______________)

If Speaker, please indicate the following details:

Name of event: __________________________ Venue: _______________________

Date: / /201

Accommodation arrangement: _____________________________________________

On the request of: (Name of Department): ___________________________________

Vehicle no.:_______________________________________________________________

Type of vehicle: _________________________________________________________

Driver name:_____________________Driving License no.______________________

Driver mobile no. _________________Driver Signature: ___________________

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Date Source Destination Starting Ending Starting Ending Signature

(Hotel/Airport) kms Kms time time

_____________________________________ (Signature of guest)

_____________________________________

(Signature of liaison officer) Date: / /201

Place:

PART – B

I hereby certify that the vehicle allotted to me remain unutilized and therefore, I release the

vehicle from date _________________ time ________________.

_____________________________________

(Signature of liaison officer) Date: / /201 Place:

Instructions

1) All the fields under PART – A are mandatory 2) Signature of Guest, Liaison officer and driver is mandatory. 3) The invoice raised for the vehicle issued is required to be submitted along with

the Duty and following documents: o Photocopy of RC Book o Photocopy of PUC o Photocopy of Driver’s driving license

4) In case if vehicle remains unutilized then liaison officer is required to certified under PART – B In case and the liaison officer required to communicate

with agency and GSDMA office and release the vehicle and same must be

communicate through email. ****