Request for Proposal (RFP)

for
Supply and five years comprehensive maintenance of two
nos. 8-seaters caravan having diesel engine with automatic
transmission, lounge area, kitchenette, bathroom and other
required essential amenities.

Bihar State Tourism Development Corporation Limited

(A Government of Bihar Undertaking)
Sikh Heritage Building,
Daroga Prasad Rai Path, Patna – 800001Phone: +91-612-2222622
Website: www.bstdc.bihar.gov.inEmail: [email protected]
 Request for Proposal (RFP) for Selection of the Agency for Supply of Caravan Buses

Table of Contents
DISCLAIMER ............................................................................................................................................................... 3
Glossary ..................................................................................................................................................................... 4
Fact Sheet ......................................................................................................................................................7
1. Request for Proposal ......................................................................................................................................... 8
2. Background Information ................................................................................................................................... 8
3. Instructions to Bidders ...................................................................................................................................... 8
4. Criteria for Evaluation ..................................................................................................................................... 14
4.1 Evaluation of Pre-Qualification Criteria.................................................................................................. 14
4.2 Technical Evaluation Criteria .................................................................................................................. 15
4.3 Method of Selection ................................................................................................................................ 16
4.4 Submission Procedure ............................................................................................................................. 16
4.5 Final Evaluation of Bids ........................................................................................................................... 16
4.6 Notification of Award .............................................................................................................................. 16
4.7 Termination ............................................................................................................................................. 17
4.8 Arbitration ............................................................................................................................................... 17
4.9 Indemnification ....................................................................................................................................... 17
5. Mandatory Specification ................................................................................................................................. 18
5.1 Project Objectives ........................................................................................................................................ 18
5.2 Scope of Work .............................................................................................................................................. 18
5.3 Delivery documentation of caravan ............................................................................................................. 19
5.4 Caravan Specification ................................................................................................................................... 19
5.5 Fitness, Compliance & Test Certificate to be submitted for the Caravan.................................................... 23
5.6 Maintenance and Support ........................................................................................................................... 23
5.7 Deliverables, Timelines and Payment Schedule .......................................................................................... 23
5.8 Penalty Clause .............................................................................................................................................. 23
ANNEXURE 1: Letter of Submission ......................................................................................................................... 25
ANNEXURE 2: Technical Specifications and Details ................................................................................................ 26
ANNEXURE – 3: Format for Financial Proposal ........................................................................................................ 28
ANNEXURE – 4: Financial Bid Form .......................................................................................................................... 30

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 Request for Proposal (RFP) for Selection of the Agency for Supply of Caravan Buses

DISCLAIMER

1. While this Request for Proposal document ("RFP") has been prepared in good faith,
neither Bihar State Tourism Development Corporation Limited (BSTDC) nor its
employees or advisors make any representation or warranty, express or implied, or
accept any responsibility or liability, whatsoever, in respect of any statements or
omissions herein , or the accuracy, completeness or reliability of information, and shall
incur no liability under any law, statute, rules or regulations as to the accuracy, reliability
or completeness of this RFP, even if any loss or damage is caused by any act or omission
on their part.

2. This document is not transferable, and this RFP does not purport to contain all the
information that each Bidder may require and accordingly is not intended to form the basis
of any investment decision or any other decision to participate in the bidding process for
the selection of the Successful Bidder for this Project. Each Bidder should conduct their
own investigations and analysis and check the accuracy, reliability, and completeness of
the information in this document and obtain independent advice from appropriate
sources.

3. The information presented in this RFP and in any report or other information provided by
the BSTDC is provided solely for the convenience of the interested parties. Though
adequate care has been taken while preparing this Bid Document, it is the responsibility
of interested parties to assure themselves that the information contained in this RFP or
other documents is accurate and complete for its intended purpose. BSTDC or its
members provide no representations, assurances, or warranties pertaining to the
accuracy of such information.

4. BSTDC may modify, amend, reject, or supplement this RFP document in accordance
with norms and procedures and as per the requirement of the project. BSTDC
reserves the right to waive any irregularity in the proposal (RFP) and BSTDC makes
it clear that the RFP is not an offer/ Agreement.

5. Neither BSTDC nor its employees shall be liable to any Bidder or any other person under
any law including the law of Agreement, tort, the principles of restitution or unjust
enrichment or otherwise for any loss, expense or damage which may arise, or be incurred,
or suffered, in connection with this RFP document , or any matter that may be deemed to
form part of this RFP document , or the award of the Agreement , or any other information
supplied by BSTDC or their employees or consultants or otherwise arising in any way
from the selection process for the award of the Agreement for the Project.

6. BSTDC is not bound to accept any or all the Proposals. BSTDC reserves the right to
reject any or all the Proposals without assigning any reasons. No Bidder shall have any
cause for action or claim against BSTDC or its officers, employees, successors, or
assignees for rejection of their bid. The RFP submitted by the bidder will be the property
of BSTDC.

3
 Request for Proposal (RFP) for Selection of the Agency for Supply of Caravan Buses

Glossary

Abbreviation/ Terms Details

The bidder’s representative / officer vested (explicitly, implicitly,

or through conduct) with the powers to commit the authorizing
Authorized Signatory organization to a binding agreement. Also called signing officer/
authority having the Power of Attorney (PoA) from the competent
authority of the respective Bidding firm.

A formal offer made in pursuance of an invitation by a procuring

Bid entity and includes any tender, proposal or quotation in electronic
format
A security provided to the procuring entity by a bidder for securing
Bid Security/ Earnest Money
the fulfilment of any obligation in terms of theprovisions of the
Deposit (EMD)
bidding documents.
Any person/ firm/ agency/ company/ contractor/ vendor
Bidder participating in the bidding process with the procurement entity

Documents issued by the procuring entity, including any

Bidding Document amendments thereto, that set out the terms and conditions of
the given procurement and includes the invitation to bid
Tender Fee/ Cost of Bid
Cost of RFP document non-refundable in nature
document
An authority or officer to whom the relevant administrative or
financial powers have been delegated for taking decision in a
Competent Authority
matter relating to procurement. Managing Director, BSTDC
Limited in this bidding document.
“Contract” means a legally enforceable agreement entered
Contract between the Procuring entity and the selected bidder(s) with
mutual obligations.

LD Liquidated Damages

LoI Letter of Intent

Notification A notification published in the Official Gazette

PAN Permanent Account Number

The process of procurement extending from the issue of invitation

Procurement Process to Bid till the award of the procurement contract or cancellation
of the procurement process, as the case may be

The Contract shall remain valid with effect from the date of
Project Period
award of the contract/ tender till the end of 5 years of operation.
Abbreviation/ Terms Details
Person or entity that is a recipient of a good or service provided by
Purchaser/ Tendering
a seller (bidder) under a purchase order or contract of sale, also
Authority/ Procuring Entity
called buyer. BSTDC Limited in this BID document.
Any subject matter of procurement other than goods or works and
includes physical, maintenance, professional, intellectual,
Services
consultancy and advisory services or any service classified or
declared as such by a procuring entity

State Government Government of Bihar (GoB)

GST Goods and Services Tax

WO/ PO Work Order/ Purchase Order

Selected Agency/ Selected

Agency selected for award of project
Bidder/ Service Provider

Bihar State Tourism Development Corporation Limited, Patna,

BSTDC/ “Authority”
Bihar

6
Fact Sheet

Activity Scheduled Date

Non-refundable cost of RFP document INR 10,000/- (INR Ten Thousand Only)

Earnest Money Deposit (EMD) INR /- 4,00,000 (INR only)

Date of issue of Request for Proposal 12/12/2024

Document
Date and Time: 19/12/2024; 3:00 PM
Place and Date of Prebid meeting Venue: BSTDC Office, Sikh Heritage Bhawan
Daroga Prasad Rai Path, Patna - 800001
Last date of submission of Proposal by 24/12/2024; 11:30 PM
Bidders
Date and time for opening of General cum 26/12/2024; 3:30 PM
Technical bids
Technical Presentation Date to be decided

Opening of Financial Bids Date to be decided

7
1. Request for Proposal

BSTDC invites detailed proposals (Technical and Financial proposals referred to as “RFP”) from
capable agencies. The bids comprising mandatory compliance along with technical and financial
bids shall be submitted on the e-procurement portal: www.eproc2.bihar.gov.in. The Scope of
Services forming part of the Assignment has been set out here under in this document. The
Proposals would be evaluated on the basis of the evaluation criteria set out in this RFP
(“Evaluation Criteria”) to identify the successful Bidders for selection under the Assignment
(“Successful Bidder”).

1.1 Structure of the RFP

Bihar State Tourism Development Corporation Limited (BSTDC), a Government of Bihar

undertaking, and nodal agency for implementation of tourism projects in Bihar, intends to select
agencies for supply and 5 years of comprehensive maintenance of two Caravans for BSTDC.

1.2 Obtainability of RFP Document

The RFP would be available at the website www.eproc2.bihar.gov.in. It may be noted that all
subsequent notifications, changes, and amendments in the assignment/documents shall be
posted only on www.eproc2.bihar.gov.in.

2. Background Information
Bihar, known for its rich historical, cultural, and natural heritage, has immense potential to attract
domestic and international tourists. However, the existing tourism infrastructure needs to be
expanded to match the demands of modern travellers who seek convenience, comfort, and
memorable experiences.

To address this need, the Department of Tourism is introducing Caravan Bus services as part of its
strategy to boost tourism infrastructure and activities. The Caravan Bus will offer a comfortable,
mobile accommodation option that allows tourists to explore remote and scenic destinations in
Bihar. This new initiative aligns with the state’s tourism vision, aiming to promote lesser-known
destinations, increase accessibility, and encourage longer stays. By introducing Caravan Bus
services, the Department seeks to provide a safe, immersive experience for travellers, allowing
them to journey through the state’s rural landscapes, pilgrimage sites, and heritage spots with
flexibility and ease.

3. Instructions to Bidders
3.1 Submission Procedure
A. Technical Bid
Bidders must submit their bids through www.eproc2.bihar.gov.in within the due date and time.

The bidders MUST ALSO SUBMIT Bid Security (EMD) & RFP Document Fee (Tender Fee) in sealed
envelope superscripted with the Tender name on or before the last date of submission. The RFP
document fee and EMD shall be submitted as provided in the Fact Sheet. The RFP document
fee & EMD should be in the drawn in favour of "Bihar State Tourism Development Corporation"
payable at Patna. Copies of the Tender Fee and EMD must be uploaded along with technical
proposal.

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B. Financial Bid
i. Bidder must submit the FINANCIAL Bid through the online mode on
www.eproc2.bihar.gov.in
ii. Once quoted, the Bidder will not be allowed to make any subsequent price changes,
whether resulting or arising out of any technical/commercial clarifications sought
regarding the bid, even if any deviation or exclusion may be specifically stated in the bid.
Such price changes shall render the bid liable for rejection.
iii. Bidder must quote the prices valid for 180 days from the last date of submission of
proposals.

3.2 Number of Proposals

• Each Bidder must submit only one (1) Proposal, in response to this RFP for each tender
package. Any Bidder who submits or participates in more than one Proposal for the same
tender package shall be disqualified.
• Bidder submitting their bid shall not be under liquidation, court receivership or similar
proceeding.

3.3 Consortium Bids

Consortium/ Joint Ventures are not permitted.

3.4 Right to Accept or Reject

I. BSTDC may reject a proposal at any stage if it is found that the firm recommended foraward
has indulged in corrupt or fraudulent activities in competing for the contract in question, and
may also declare a firm ineligible or blacklist the firm, either indefinitely or for a stated period
of time, if at any time it is found that the firm has engaged in corrupt or fraudulent practices
in competing for, or in executing the contract.
II. Notwithstanding anything contained in this RFP, BSTDC reserves the right to accept or reject
any Proposal and to annul the bidding process and reject all Proposals at any time, without
any liability or any obligation for such acceptance, rejection, or annulment, withoutassigning
any reasons.
III. BSTDC reserves the right to reject any Proposal if, at any time, a material misrepresentation
made by a Bidder at any stage of the bidding process is discovered.

3.5 Clarifications
A prospective Bidder requiring any clarification on the RFP must notify BSTDC in writing to
Managing Director, BSTDC within such date as specified in RFP Time Schedule. At its sole
discretion, BSTDC will upload its response to such queries on the email: [email protected]
Bidders requiring specific points of clarification may communicate with BSTDC during the specific
period using the following format. The queries can be submitted by email at
[email protected] with name of assignment as the subject, in the following format:

Bidders Request for

Clarification
Name of Organization Name and Position of person Details of person and
submittingrequest submitting request organization

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 Address:
Tel:
E-mail:
Mobile:

Bidding Document Points of

Content of RFP Suggestions
S. No Reference Clarification
requiring
(Number//Page) Required (If Any)
Clarification
1
2
3

3.6 Amendments to RFP

i. At any time prior to the Proposal Due Date, as indicated in the RFP Time Schedule, BSTDC
may, for any reason, whether at its own initiative or in response to clarifications requested
by a bidder, amend the RFP by the issuance of Addendum/ Corrigendum. Such Addendum/
Corrigendum would be posted only on the website www.eproc2.bihar.gov.in

ii. In order to afford Bidders reasonable time to take the Addendum into account, or for any
other reason, BSTDC may, at its discretion, extend the Proposal Due Date.

3.7 Language

The Proposal and all related correspondence and documents must be written in English language.
Supporting documents and printed literature furnished by the Bidder with the Proposal may be
in any other language if they are accompanied by an appropriate translation in English language.
Supporting materials that are not translated into English shall not be considered. For the purpose
of interpretation and evaluation of the Proposal, the English language translation shall prevail.

3.8 Validity of Proposal

i. The Proposal must be valid for a period not less than 180 days from the Proposal Due Date
("Proposal Validity Period"). BSTDC reserves the right to reject any Proposal that does not
meet this requirement.
ii. Prior to expiry of the Proposal Validity Period, BSTDC may request the Bidders to extend the
period of validity for a specified additional period.
iii. The Successful Bidder shall, where required, extend the validity of the Proposal till the date
of execution of the Agreement.

3.9 Bid Security

i. Proposals must be accompanied by a (EMD) for the amount mentionedin the ‘Factsheet’.
The Bid Security must be kept valid throughout the Proposal Validity Period and shall be
required to be extended if required by BSTDC.
ii. The Bid Security shall be in the form of a demand draft in favour of ‘Bihar State Tourism
Development Corporation’, drawn on any scheduled Bank payable at Patna.
iii. The Bid Security shall be returned to the unsuccessful Bidders within a period of two (2)
weeks from the date of signing of Agreement between BSTDC and the Successful Bidder.
iv. The bid security of the successful bidder will be returned to the successful bidder on the

10
 submission of the Performance Security as specified in the RFP document.
v. The Bid Security shall be forfeited in the following cases:
a. If the Bidder withdraws its Proposal during the interval between the Proposal Due
Date and expiration of the Proposal Validity Period; and
b. If any information or document furnished by the Bidder turns out to be misleading or
untrue in any material respect.
c. If the bidder, after the award of work order, fails to submit the performance security
within the stipulated time or fails to start the work within stipulated time.

3.10 Bidder’s Responsibility

i. The Bidder is expected to carefully examine the contents of all the documents provided.
Failure to comply with the requirements of RFP shall be at the Bidder's own risk.

ii. It shall be deemed that prior to the submission of Proposal, the Bidder has:
• Made a complete and careful examination of terms & conditions/ requirements, and
other information set forth in this RFP document.
• Received all such relevant information as it has requested from BSTDC; and
• Made a complete and careful examination of the various aspects of the Assignment.

iii. BSTDC shall not be liable for any mistake or error or neglect by the Bidder in respect of the
above.

iv. All taxes payable to government must be paid by the service provider as per applicable norms
and procedure. BSTDC is nowhere liable and responsible for payment of such taxes.

3.11 Conflict of Interest

Conflict of interest exists in the event of
(i) Agencies or institutions having a business or family relation with the Client directly or indirectly;
and
(ii) Practices prohibited under the anti- corruption policy of the Government of India and
Government of Bihar.

3.12 Correspondence/Enquiry
All correspondence/enquiries must be submitted to the following in writing by email/ fax/registered
post with name of assignment as the subject. The details are:

Managing Director,
Sikh Heritage Bhawan, Beer Chand Patel Path, Patna – 800001
Phone: +91-612-2222622, Website: www.bstdc.bihar.gov.in
Email: [email protected]

3.13 Format and signing of Proposal

i. Bidders must provide all the information as per this RFP and in the specified format. BSTDC
reserves the right to reject any Proposal that is not in the specified format.
ii. The Proposal must include submissions to be made on the respective Proposal Due Date as
set out in RFP Time Schedule.
iii. No hard copy submissions of Proposal are required. Bidders must upload their Technical
and Financial proposals on the website www.eproc2.bihar.gov.in.

11
 iv. BSTDC shall consider only the uploaded document for evaluation.
v. The person(s) signing the Proposal must initial all the alterations, omissions, additions, or
any other amendments made to the Proposal prior to uploading the proposal.

3.14 Modification/Substitution/Withdrawal of Proposal

i. The Bidder may modify, substitute, or withdraw its Proposal after submission in compliance
with the process laid down in the eproc2 portal.
ii. Withdrawal of a Proposal during the interval between the Proposal Due Date and expiration
of the Proposal Validity Period will result in forfeiture of the Bid Security in accordance with
this RFP.

3.15 Proposal Due Date

i. Proposals must be submitted as per information provided in this RFP.
ii. BSTDC at its sole discretion; accept any Proposal(s) after Proposal Due Date. Any such
Proposal/s accepted shall be deemed to have been received by the Proposal Due Date.
iii. The Successful Bidder shall, where required, extend the validity of the Proposal till the date
of execution of the Agreement.

3.16 Test of Responsiveness

i. A proposal shall be considered responsive if:

a. It is submitted on or before the respective Proposal Due Date.

b. The Physical copy of the proposal is accompanied with the ‘Cost of RFP Document/
Tender Fee’ and ‘Bid Security’ amount as set out in RFP Document.
c. It is signed, sealed, and marked as stipulated in RFP Document.
d. It contains the information and documents as requested in the RFP.
e. It contains information in the form and formats specified in the RFP.
f. It mentions the validity period as set out in this document.
g. It provides the information in reasonable detail. (“Reasonable Detail” means that, but
for minor deviations, the information can be reviewed and evaluated by BSTDC). BSTDC
reserves the right to determine whether the information has been provided in
reasonable detail or not.
h. There are no inconsistencies between the Proposal and the supporting documents.

ii. A Proposal that is responsive is one that conforms to the preceding requirements without
material deviation or reservation.

iii. A material deviation or reservation is one which,

a. Affects in any substantial way, the scope, quality, or performance of the Assignment, or
b. Limits in any substantial way, inconsistent with the RFP document, BSTDC’s rights or the
Bidder's obligations under the Agreement, or
c. Unfairly affects the competitive position of other Bidders presenting substantially
responsive Proposals.

iv. BSTDC reserves the right to seek clarification or reject any Proposal which in its opinion is
non-responsive and no request for modification or withdrawal shall be entertained by BSTDC
in respect of such Proposal.

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3.17 Confidentiality

Information relating to the examination, clarification, evaluation, and recommendation for the
Qualified Bidders shall not be disclosed to any person not officially concerned with the process.
BSTDC will treat all information submitted as part of the Proposal in confidence and will ensure
that all those who have access to such material to treat it in confidence. BSTDC shall not divulge
any such information unless ordered to do so by any statutory authority that has the power under
law to require its disclosure.

3.18 Clarifications
To assist in the process of evaluation of Proposals, BSTDC may, at its sole discretion, ask any Bidder
for clarification on its Proposal or substantiation of any of the submission made by the Bidder.

3.19 Proposal Evaluation

The Qualification Submissions of the Bidders would be checked for responsiveness with the
requirements of the RFP and shall be evaluated as per the Criteria set out in this RFP.

3.20 Declaration of Successful Bidder

Upon acceptance of the Proposal of the Shortlisted Bidder, the bidder whose bid is found to be
best as per the terms of evaluation shall be declared as the selected Bidder.

3.21 Notifications
BSTDC will notify the Successful Bidder by a Letter of Intent/ Award (LoI/ LoA) that their Proposal
has been accepted.

3.22 BSTDC’s Right to Accept or Reject Proposal

i. BSTDC reserves the right to accept or reject any or all the Proposals without assigning any
reason and to take any measure as it may deem fit, including annulment of the bidding process,
at any time prior to award of the Assignment, without liability or any obligation for such
acceptance, rejection, or annulment.
ii. BSTDC reserves the right to invite revised Proposals from Bidders with or without
amendment of the RFP at any stage, without liability or any obligation for such invitation
and without assigning any reason.
iii. BSTDC reserves the right to reject any Proposal if at any time:
a. A material misrepresentation made at any stage in the bidding process is uncovered; or
b. The Bidder does not respond promptly and thoroughly to requests for supplemental
information required for the evaluation of the Proposal.

This would lead to the disqualification of the Bidder. If such disqualification / rejection occur after
the Proposals have been opened and the Successful Bidder gets disqualified/ rejected, thenBSTDC
reserves the right to:
a. Declare the next best bidder (based on evaluation criteria) as the successful tenderer; or
b. Take any such measure as may be deemed fit in the sole discretion of BSTDC, including
annulment of the bidding process.

3.23 Performance Bank Guarantee (PBG)

a. The successful bidder must furnish an unconditional and irrevocable bank guarantee/FD, in a
format acceptable to BSTDC valid for a one year from the Date of issue of ‘Letter of Intent

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 (LOI)’, of a value equivalent to 5% of the cost of caravan. The PBG must be deposited within
2 weeks of award of Letter of Intent (LOI). The same will be refund after successful supply,
registration & insurance of Caravan. Additional 5 % bill value will be deducted from running
bill and it will be refunded after completion of work/project.

b. Failure to submit the PBG within the time stipulated in the LOI may lead to cancellation/
withdrawal of LOI and, in such case, BSTDC reserves the right to declare the L2 bidder as the
successful tenderer at L1 bidder price and proceed with the contractual processor take any
such measure as may be deemed fit by BSTDC, including annulment of the bidding process.

4. Criteria for Evaluation

The proposals shall be submitted online on the e-proc portal. The proposal must be submitted in the
required format and as per the forms required to be submitted along with relevant documentary
evidence. Following details are mandatory and must be submitted by the agency along with the
application.

1. Letter of Submission (Annexure ‘1’)

2. Technical Specification and detail (Annexure '2')
3. Format for financial proposal (Annexure '3')
4. Financial bid form (Annexure ‘4’)
5. All the documentary evidence as directed in Section 4.1 – “Evaluation of Pre-Qualification
Criteria”. The documents should be attached in the proper designated place.
6. Turn over details with Copy of audited Financial Statement

4.1 Evaluation of Pre-Qualification Criteria

The bids shall be evaluated for evaluation of the Pre-qualification criteria mentioned below. Applicants who
fulfil pre-qualification criteria shall be shortlisted for technical evaluation which will also comprise of
Technical Presentation. For a bid to be considered eligible, the bidder must meet following pre-qualification
criteria:

# Criteria Basis of Evaluation Documents Required

• The bidder should be a Company/ Partnership - Certificate of
firm/ LLP/ proprietorship registered under the Incorporation / copy
Indian Companies Act and must be in operation of partnership deed
1. Legal Entity
since last 03 years as on date of submission of - GST Registration
Bid. Certificate
Note: Joint Venture Consortiums are not allowed - Copy of PAN
Audited Financial
• Agency should have Average annual turnover of
statement along with
2. Turnover 10 Crores in last 3 Financial year i.e. (FY 2021-22,
Certificate from the
2022-23 and 2023-24)
statutory auditor

• The net worth of the bidder as on 31st March CA Certificate with

3 Net worth
2024 should be Positive UDIN No.

14
 • The bidder should have Experience of three
Experience
project of Supply and maintenance of caravan in
4. in Relevant Completion Certificate
Government or private client during last 5 years
field
as on date of submission of this bid.
Experience • Experience of minimum one project of Supply
with Central and maintenance of caravan or other similar
5 or State projects with Central or State Department in Completion Certificate
Department/ India.
Corporation
• The bidder/ bidding partners must submit a Self-
declaration duly signed by authorized bid
Self-declaration duly
Blacklisting/ signatory for the bidder, stating that it has not
6 signed by authorized bid
debarring been blacklisted by any Department / Agency /
signatory for the bidder
PSU in any State/ Government of India or its
agencies/ PSUs as on date of submission of bid

Note: The bidders fulfilling the above eligibility criteria shall be considered for Technical Evaluation.

▪ The Proposals/Bids received will be scrutinized to assess their eligibility based on the pre-
qualification criteria. Those Proposals/Bids which do not meet the eligibility criteria will be
rejected and shall not be considered for technical evaluation.

4.2 Technical Evaluation Criteria

▪ The proposals meeting the pre-qualification criteria shall be evaluated on the following criteria:

# Technical Evaluation (100 marks)

The bidder should have a minimum three years of experience in supplying, designing and
maintenance of Caravan Vehicle and should be registered in India for a minimum period of 3
years– 25 Marks.
• At least 3 Years – 20 marks
1
•For each additional years – 1 mark (maximum 5 marks)
Documents required:
• Incorporation Certificate
• Completion Certificate
Average Annual Turnover during last three financial years during FY 2021-22, 2022-23 & 2023-24–
20 marks
• >=10 Cr & <= 25 Cr- 15 Marks
• >25 Cr - 20 Marks
2
• Documents required.
• Audited Financial statement along with Certificate from the statutory auditor.
• CA Certificate with UDIN No.

15
 Experience of bidder in Supply and Operation & Maintenance of Caravan Vehicle for any
Department in any State or Central Government/PSU– 25 Marks
• Supply of at least 1 Projects – 15 marks
• For each additional project – 1 mark (maximum 5 marks)
3
• Operation & Maintenance of at least 1 caravan bus- 5 marks
Documents required: Copy of work order/ Completion Certificate/ Contract/ Experience Certificate
clearly indicating the date of start of work to ascertain years of experience is mandatory. In case of
missing information in documents submitted, experience of that project will not be considered.
Technical Presentation- 30 Marks

4 Technical Presentation should cover the following areas:

• Concept Design including sitting layout, interior and exterior layout – 20 marks.
• Service and Maintenance schedule/plans – 10 marks

Note:
• Note: The bidders scoring 75 or more marks shall qualify for financial opening of bids.
4.3 Method of Selection
The Proposals would be evaluated on the basis of the Least Cost Method to identify the successful
Bidder for the assignment. The Bidders would need to submit, within the Proposal Due Date as
prescribed in the RFP, Technical and Financial Proposal in the prescribed format. BSTDC would evaluate
all the Submissions in accordance with the Eligibility conditions set out in the RFP to select a bidder.

4.4 Submission Procedure

Bidders who wish to participate in this selection process will have to download the bids from
www.eproc2.bihar.gov.in.
PART 1-Technical Bid:
EMD and bid document fees should be submitted as per details provided in Notice Inviting Tender for this
RFP. EMD & Tender Document fees should be paid in online mode only.
PART 2 – Financial Bid
• Bidders shall submit their unconditional financial quote for rendering their services as per the scope of
work in online mode only.
Note: Physical submission of financial bids will disqualify the Bid.
• Services offered should be strictly as per specifications mentioned in this Tender Document.
• Once quoted, the Bidder shall not make any subsequent price changes, whether resulting or arising out
of any technical/commercial clarifications sought regarding the bid, even if any deviation or exclusion
may be specifically stated in the bid. Such price changes shall render the bid liable for rejection.
• Bidder shall quote the prices of services as mentioned valid for 180 days.

4.5 Final Evaluation of Bids

The financial bid of bidders who score more than 75% marks in the Technical Evaluation shall be opened.
The technically qualified bidder offering the lowest amount (L1) to BSTDC for the said work will be
invited for negotiation and finalization of arrangements and shall be declared as the successful bidder.
BSTDC has the right (in its absolute discretion) to determine how to progress any discussions and/or
negotiations with successful bidder following submission of the Proposals.

4.6 Notification of Award

16
 1. Prior to the expiration of the validity period, Authority will notify the successful Bidder in
writing or by email, that its proposal has been accepted (Letter of Intent “LOI”).
2. The Agency shall, within 7 (seven) days of the receipt of the LOI, sign and return the duplicate
copy of the LOI in acknowledgement thereof.
3. In the event the duplicate copy of the LOI duly signed by the Agency is not received by the
stipulated date, the Authority may, unless it consents to extension of time for submission
thereof, appropriate the EMD of such Bidder as loss and damage suffered by the Authority on
account of failure of the Agency to acknowledge the LOI.

4.7 Termination
1. Termination for defaults - The client may without prejudice to any other remedy for breach of
agreement, by written notice of default sent to the consultants, terminate the agreement in
whole or in part:
a. If the agency fails to deliver any or all of the services within the time period(s) specified in
the agreement or any extension thereof granted by the client in writing.
b. If the agency fails to perform any other obligations under the agreement, Or
c. If the agency refuses to accept and perform the assignment given by the client.

2. Termination for insolvency

a. The client may at any time also terminate the agreement by giving written notice to the
agency without any compensation to the agency, if the agency becomes bankrupt or
otherwise insolvent, provided that such termination will not prejudice or affect any right of
action or remedy which has accrued or will accrue thereafter to the client.
b. No change shall be made in approved plan and specifications at event site without the
consent of the client.
c. The agreement shall be governed by the Indian laws in force from time to time and the courts
at Patna shall alone have exclusive jurisdiction to entertain and try any or all matters arising
out of this agreement.
d. Any disputes or differences in connection with the agreement shall be to the extent possible,
settled amicably between the parties. If it cannot be reached then all disputed issues shall
be settled by arbitration as proposed hereafter, subject to termination clause mentioned in
this agreement.

4.8 Arbitration
• Any Dispute which is not resolved amicably by conciliation, as provided, shall be decided by
reference to arbitration. Any dispute between the parties as to matters arising pursuant to this
contract which cannot be settled amicably within thirty (30) days after receipt by one party of
the other party’s request for amicable settlement will be placed before the office of Principal
Secretary/ Secretary, Department of Tourism.
• Decision of Principal Secretary/ Secretary, Department of Tourism shall be final and binding on
the Parties as from the date it is made.

4.9 Indemnification
• The selected agency shall keep BSTDC indemnified and harmless against all claims, damages,
dues, payments, fines, penalties, compensations, liabilities other losses etc. which may incur on
account of non-compliance or violation by the selected agency or otherwise.

17
 5. Mandatory Specification
5.1 Project Objectives

Bihar, known for its rich historical, cultural, and natural heritage, has immense potential to attract
domestic and international tourists. However, the existing tourism infrastructure needs to be expanded
to match the demands of modern travellers who seek convenience, comfort, and memorable
experiences.
To address this need, the Department of Tourism is introducing Caravan Bus services as part of its strategy
to boost tourism infrastructure and activities. The Caravan Bus will offer a comfortable, mobile
accommodation option that allows tourists to explore remote and scenic destinations in Bihar. This new
initiative aligns with the state’s tourism vision, aiming to promote lesser-known destinations, increase
accessibility, and encourage longer stays. By introducing Caravan Bus services, the Department seeks to
provide a safe, immersive experience for travellers, allowing them to journey through the state’s rural
landscapes, pilgrimage sites, and heritage spots with flexibility and ease.
5.2 Scope of Work
a. The scope of supply and services will cover all the work as per tender document.
b. The selected bidder shall supply two customised Caravans with the sitting capacity 0f 8 persons.
c. The selected bidder shall supply of two caravans as per Central Motor Vehicles Rules, issued by
Ministry of Road Transport and Highways, Government of India or by the state transport
commissioner and or the Automotive Industry Standards AIS-124/AIS-113 for Type Approval and
Certification, and shall have a minimum of four wheels. Moreover, these caravan vehicles and
standalone caravan parks must have all necessary licenses/ NOCs/ from the relevant local
authorities, as may be applicable to Bihar.
d. The services ancillary to the supply of the Caravan such as transportation, bumper to bumper
comprehensive insurance policy, registration and any other incidental services, such as
installation, provision of technical assistance, training to drivers etc. shall be responsibility of the
bidder.
e. Additionally, the supplier has to liaise and arrange for registration of the Caravan with the Road
& Transport Authority including securing the number plate, painting and fixing of the number
plate on the caravan and all expenses therein including registration fees.
f. On site delivery and training to drivers, providing manuals etc. shall be responsibility of the bidder.
BSTDC expects that the manual shall be in the English and Hindi and in such form and numbers as
required by BSTDC. Unless and otherwise agreed, the Caravan shall not be completed for the
purpose of taking over until such manuals have been supplied to the bidder.
g. The bidder shall provide such packing of the Caravan as is required to prevent their damage or
deterioration during transit to their final destination. The packing shall be sufficient to withstand,
without limitation, rough handling during transit and exposure to extreme temperatures, salt and
precipitation during transit and open storage. Packing case size and weights shall be taken into
Consideration.
h. BSTDC advertisement, telephone number for any complaint by the tourists, logo etc. as per
requirement of BSTDC shall be printed on the body of Caravan.
i. The material required for the fabrication of the Caravan shall be arranged by the bidder. The
corporation will not be responsible for arranging an article/material as may be required for the
purchase.
j. Copy of all documents test certificates of all equipment’s carried out at the manufacture’s

18
 premises shall be furnished by the contractor along with the supply of the equipment.
k. BSTDC reserve all the rights to point out any defect in the material used, workmanship, quality of
product etc. at any stage and the supplier shall abide by the advice of department.
l. BSTDC shall inspect the Caravan under clause 5.4. The inspection authority shall have right to
suggest the modification in fabrication work. If the inspecting authority notices that the material
used is not same as per clause 5.4 then the same shall be replaced by the supplier at his cost.

5.3 Delivery documentation of caravan

The bidder shall intimate to the Authority that the Caravan are ready for inspection if authority wants
to inspect the product before delivery. After receipt of such intimation from the bidder, the Authority
will arrange the inspection and test the Caravan. Upon delivery of the Caravan the bidder shall notify
in writing the Authority and the insurance company the full details of the delivery including purchase
order number, description of Caravan, quantity, name of the consignee etc. and mail the required
documents to the Authority. The selected bidder will mandatorily provide the comprehensive
insurance for the first three years. In case BSTDC decides to provide insurance for a period beyond, the
selected bidder will coordinate with the insurance agency and support BSTDC in providing insurance
to the Caravan. The cost of insurance for this additional period will be borne by BSTDC and paid directly
to the insurance agency.

5.4 Caravan Specification

The following specifications are mandatory for the supply of 8-Seater Caravan

Sl.No Particular Specification

Technical Specification
1 Wheelbase >=145inches
2 Length >=260 inches
3 Width excluding >=80 inches
mirrors
4 Load Height (curb) >=27.8 inches
5 Rear Cargo Door >=72.2 inches
Opening Height
6 Rear Cargo Door >=59.8 inches
Opening Width
7 Fuel Tank Capacity >=100 Liter
8 Engine >=2.5 Ltr Capacity BS6-compliant
9 Fuel Type Diesel
10 Mileage 10-12 km per liter under standard
condition
11 Power Output Minimum 130 HP
12 Transmission 10 Speed Automatic Transmission
13 Steering Electric Power-Assisted Steering (EPAS)
Tilt/Telescoping Steering Wheel
14 Engine Power Minimum 275 HP @ 6,250 RPM
15 Engine Torque Minimum 260 lbs-ft @ 4,000 RPM
16 Vehicle Type Commercial chassis with minimum 4600
Kg GVW suitable for customization
17 Breaks 4-wheel Anti-lock Disc Brakes full air-
suspension with electric control with ABS

19
18 Tyre Tubeless
19 Key System • Keyless-Entry Keypad
• Key - 2 Additional (4 total) with Key
Fobs
20 Start/Stop System Intelligent Access with Push-Button Start
21 Suspension Front - Independent MacPherson-Strut,
Stabilizer Bar
Rear - Leaf Springs, Heavy-Duty Gas Shock
Absorbers
22 Battery Dual AGM 4 Batteries: - 2 Main, 2 Auxiliary
Batteries (70 amp-hr each)
23 Axle >=3 axle
24 GVWR >=10000 lbs
Exterior
1 Front & Rear Ergonomically Designed front fascia/rear
end
2 Auto High-Beam Hella Headlamps and
Neon Tail Lamps
3 Side Luggage Storage Space
4 Front Fog Lamps - Included in Side Sensing
System and 360-Degree Camera with Split
View
5 High Resolution Parking Camera with
sensor and night vision
6 AI based GPS Navigator System
7 Wiper Activated Headlamps
8 Automatic retractable awning (minimum
10 ft length)
9 Foldable table and chair for 8 people
10 230-Volt power hook up socket
11 Minimum 200W rood mounted solar
panel with inverter and controller
12 Foldable Ladder and Roof Rails
13 Dash camera (Front & Rear)
14 Inverter for power backup 2000 -2500-
watt, 230 V, minimum 8 hours backup
capacity
15 Anti-theft alarm system
16 Portable or built-in Generator minimum
320kVA
17 Battery Bank- Minimum 100Ah deep cycle
battery (with space for expansion)
18 LED floodlight and porch light for outdoor
illumination
19 Step Board: Automatic or manual step for
easy access
20 Driver seat separated from passenger
seat
21 Blind Spot Information System
22 Sliding Passenger Side Door
23 Rear Recovery Tow Hook

20
24 Reverse Sensing System. Included with
Blind Spot Assist 1.0, Side Sensing System,
Enhanced Active Park Assist and Reverse
Brake Assist
25 Lane keeping System
26 Post Collison Breaking
27 Automatic Rain-Sensing Windshield
Wipers
Interior
1 Lounge Area Proper sofa/recliner for Sitting and
double bed for 8 people (2 families)
2 Tinted window, large viewing windows
with UV protection, insect screens with
translucent Blinds with Full fixed window
(Glass in Glass)
3 24-inch 4K Ultra HD AI enable Smart TV
4 TV Satellite Connection
5 Fire Extinguisher- minimum 1 kg ABC
rated extinguisher
6 Intercom (driver and passenger)
7 AI Enable music system with minimum 8
speaker
8 Room heater
11 Sofa cum bed for 8 persons
12 Mirror for dressing with storage space
13 Kitchenette Mini Refrigerator: 50-80 liters capacity,
DC-powered
14 Microwave Oven: 20 liters, inverter or DC-
compatible
15 Electric Induction Cooktop: 2 burners with
appropriate safety features
16 Modular kitchen with sink
17 Water Storage: Freshwater tank
(minimum 50 liters) and greywater tank
(minimum 50 liters)
18 Storage space for crockery and cutlery
22 Bathroom Sink (Ceramic variety) compact and
storage facility
23 Instant Geyser
24 Fresh, grey, and black water tanks
25 Chemical or cassette western toilet with a
disposal system
26 Exhaust Fan
27 Tap, overhead shower with water heater
(12V instant heating) and other basic
facility
28 Miscellaneous Roof mounted fully centralised Split AC
with Hot and cold temperature control
29 5G Wi-fi Connection
30 AI enable Moulded FRP Roof neon/LED
lights with dimmer switches for mood
lighting

21
31 Sound and Heat resistance
32 Sunroof
33 All-Weather Anti-skid Italian tile flooring
34 Overhead and under-seat storage
compartments, lockable
35 Laptop and Mobile charging sockets
36 Waste Disposal System: Portable waste
disposal bins and sewage storage
37 Universally Design
38 Standard First Aid box
39 Lockable storage compartments for tools
and equipment.
40 Overhead and under-seat lockable
storage compartments F
41 Battery operated smoke and carbon
monoxide detector
42 12-Inch Touchscreen for audio and video
control
43 Pre-Collision Assist With Automatic
Emergency Braking (AEB)
44 Automatic Rain-Sensing Windshield
Wipers
45 Cruise Control. Includes Adjustable Speed
Limiting Device (ASLD)
46 Adaptive Cruise Control – Includes Adjustable
Speed Limiting Device

47 Hill Start Assist

48 Enhanced Active Park Assist
49 Trailer Brake Controller (TBC)
50 Intelligent All-Wheel Drive
1 Safety and Security Door Locks, Auto-locking Drive Away with
Crash Unlocking
2 SecuriLock® Passive Anti-Theft System (PATS)
with engine immobilizer
3 Back-Up Alarm
4 Tire Pressure Monitoring System (TPMS)
5 Airbags – including driver's airbag, passenger's
airbag, side airbags and curtain airbags.
6 Safety belts - 3-point, all positions
7 SOS Post-Crash Alert System™ (distress call
w/airbag deployment when ordered with
SYNC®)
8 Rear View Camera with Trailer Hitch Assist
9 AdvanceTrac® With Roll Stability Control™
(RSC®)

22
 10 Modified Vehicle Wiring System
11 Upfitter Package. Includes High Capacity
Upfitter Switches, Large Center Console and
Auxiliary Fuse Panel with High Spec Interface
Connector and changer for switching electrical
platform to one another
12 Tow/Haul Mode with Trailer Wiring Provisions

5.5 Fitness, Compliance & Test Certificate to be submitted for the Caravan.
Caravan should comply with Central Motor Vehicles Rules, issued by Ministry of Road Transport and
Highways, Government of India or by the state transport commissioner and or the Automotive Industry
Standards AIS-124/AIS-113 for Type Approval and Certification, and shall have a minimum of four wheels.
Moreover, these caravan vehicles and standalone caravan parks must have all necessary licenses/ NOCs/
from the relevant local authorities, as may be applicable to Bihar.

5.6 Maintenance and Support

The selected bidder will provide a minimum of ten free services and 60 months comprehensive
maintenance with bumper-to-bumper insurance during this period. Post. During these 60 months the
bidder shall ensure to set up a service facility with availability of spare part. The bidder must propose the
maintenance strategy for the extended/post warranty periods in their proposal which includes bumper to
bumper warranty upto 3 years, warranty of powertrain for 60 months, safety system for 60 months
corrosion for 60 months and Roadside Assistance for 60 months.
In case BSTDC decides to extend the warranty period beyond the given period, the selected bidder will
be bound to provide the extended warranty for the extended term at the extended warranty rates quoted
in the financial form.

5.7 Deliverables, Timelines and Payment Schedule

• Total Project period – 3 months/ 90 days

S. No Stage Timeline Payment schedule

1 Delivery Caravan mentioned in the 60 days from 80% of Vehicle Cost
work order with insurance, 3-year date of issue of
post/extended warranty as well as Work Order
maintenance for five years
2 Completion of Registration, insurance
30 days from the 20% of Vehicle Cost
and Training process date of delivery
3 Maintenance and other services Invoice to be Maintenance cost
raised every to be paid every
quarter quarter
• In case the review of deliverables by the authority takes more than 5 working days, the
additional review period shall not be considered as part of the delivery timeline.
5.8 Penalty Clause

• In case of default in performance on the part of the agency, BSTDC may penalize the agency based
on its internal review and decision of MD, BSTDC. The penalty will be applicable @1% per week of
delay but subject to maximum penalty shall be levied equal to 10% of contract value.
• In case the agency fails to render the services as per the terms and conditions of the RFP and
subsequent work order and if the services are not to the satisfaction of BSTDC, BSTDC shall be at

23
liberty to terminate the contract and forfeit the Bank/performance security and get the amount
credited to BSTDC accounts. In case of any breach of terms of the contract agreement/work order
the selected bidder shall be liable to penalty/ legal actions as the circumstances warrant as
assessed by BSTDC.

24
 ANNEXURE 1: Letter of Submission

(On the letterhead of the bidder)

To,
Managing Director
Bihar State Tourism Development Corporation
Beerchand Patel Path, Patna – 800001
Government of Bihar

Sir,

Ref: Supply and five years comprehensive maintenance of two nos. 8-seaters caravan having diesel engine
with automatic transmission, lounge area, kitchenette, bathroom and other required essential amenities.

We have read and understood the Request for Proposal (RFP) in respect of the captioned Assignment
provided to us by BSTDC.

We hereby agree and undertake as under:

a. Notwithstanding any qualifications or conditions, whether implied or otherwise, contained in our

Proposal we hereby represent and confirm that our Proposal is unqualified and unconditional in all
respects.

b. This Proposal is valid till ----------- (At least 180 days from the Proposal Due Date).

c. We have submitted Demand Draft bearing number ----------- for Rs. 10,000/- (Rupees Ten Thousand only)
drawn in favor of the ‘Managing Director, BSTDC’ payable at Patna towards the ‘Bid Security Amount’,
dated this ..............................day of........................... 2024 in the Office of Chief Engineer, BSTDC, Patna
before the due date and time of submission of bids.

d. That as on the date of submission of this tender, there is no blacklisting order that bars us from working
with any Government Agency / Department on account of deficiency in service.

Name of the Bidder Date: -

Signature of Authorized Signatory

 ANNEXURE 2: Technical Specifications and Details
Instructions:
a. Separate form to be filled and submitted for product/ model
b. Each proposed model must meet the Technical specification criteria mentioned in Clause 5.4 of the RFP

S. Description of available
Specification
No options
1 Name of model

2 Chassis number

3 Number of Caravan to be supplied

Certificate as per Central Motor Vehicles Rules, issued by Ministry of Road

Transport and Highways, Government of India or by the state transport
commissioner and or the Automotive Industry Standards AIS-124/AIS-113 for
4 Type Approval and Certification, and shall have a minimum of four wheels. Yes/ No
Moreover, these caravan vehicles and standalone caravan parks must have all
necessary licenses/ NOCs/ from the relevant local authorities, as may be
applicable to Bihar.

5 Seating Capacity

Wheelbase
6

Length
7

Width excluding mirror

8

Load Height (curb)

9

11 Fuel Tank Capacity

Engine
12

Fuel Type
13

Mileage
14

Transmission
15
 Steering
16

Engine Power
17

Engine Torque
18

19 Maximum and Minimum Speed range

20 Tyre

21 Braking System details

22 Key System

23 Suspension

24 Axle

25 GVWR

26 Training module available Yes/ No

27 Languages in which Training module available

28 Warranty period

29 Headlamp detail

30 Airbags detail
 ANNEXURE – 3: Format for Financial Proposal
(On the letter head of the bidder)
Date: -
To,
Managing Director
Bihar State Tourism Development Corporation
Beerchand Patel Path, Patna – 800001
Government of Bihar

Sir,
Ref: Supply and five years comprehensive maintenance of two nos. 8-seaters caravan having diesel
engine with automatic transmission, lounge area, kitchenette, bathroom and other required essential
amenities.
We are pleased to quote the fee as below. We have reviewed all the terms and conditions of the ‘Request
for Proposal’ and confirm that, we would abide by all the terms and conditions. We hereby declare that
there shall be no deviations from the stated terms in the RFP.
We further declare that any State Government, Central Government or any other Government or Quasi
Government Agency has not barred us from participating in any Bid.
Our Financial Quote for supply of Caravan to Bihar State Tourism Development Corporation, Government
of Bihar is as follows:

S. No Model Name Rate (in figure) Rate (in words)

This/ These amount/s is/are inclusive of all tax (including GST). The financial quote is based on the indicative
Total Quantity of Caravan provided in the RFP.

We abide by the above offer/quote and terms condition of the RFP, if BSTDC selects us as the Selected
Bidder/Agency. If our offer is accepted and if we fail to perform in the manner as specified in the RFP
Document, the amount of Bid Security, as aforesaid, shall stand absolutely forfeited to BSTDC without
prejudicing the rights of BSTDC to proceed further in any manner it deems fit.

Until a formal Agreement is prepared and executed between us, this bid, together with your LOI, shall
constitute a binding contract between us. We understand that you are not bound to accept the lowest or
any bid that you may receive.

We declare that the information stated above and enclosed is complete and absolutely correct and any
error or omission therein, accidental or otherwise, as a result of which our bid is found to be nonresponsive,
will be sufficient for the DOT Bihar to reject our bid and forfeit our bid security in full.
Sincerely,
Name
Name of the Firm/Agency
Designation and Address
Mobile and Email
Signature of the applicant/ Authorized Representative of Agency with Seal/Stamp
 ANNEXURE – 4: Financial Bid Form

Financial Bid format for providing the total per unit cost for the services required by Department of Tourism,
Government of Bihar is given in Table below. All taxes, GST, duties, fees, levies etc. has also been quoted
separately as per the format provided.

Note:
a. Separate financial form to be filled and submitted for each product/ model proposed in Annexure 2

Name of Model: ________________________

Unit Cost of
caravan
(in ₹) as per
the Total Cost of 1 Total Cost of 2
Total Unit
specification caravan caravan
s given in Total Taxes cost
Item Description the RFP
S. No. (in %) (in ₹ exclusive (in ₹ inclusive of
(Inclusive of
of all taxes) all taxes)
(exclusive of taxes)
all taxes)

(A) (B) € (D) € (G) (H)

Cost of caravan
including all costs
towards transportation
and delivery,
registration, insurance
1 for 3 years, manual and
training and all other
related support
Cost of 1st Year
2
Warranty

Cost of one-year
3
extended warranty

Cost of 1-year
4
maintenance

5 Total (1+2+3+4)

Note:
1. Bidder must quote only one cost.

2. In case BSTDC decides to extend the warranty period under the contract for a further period beyond the
initial 1st year, the payment will be made on price quoted for the one-year extended warranty.

Signature of the applicant/ Authorized Representative of Agency with Seal/Stamp