ROAD SAFETY AND TRANSPORT AUTHORITY, THIMPHU

BIDDING DOCUMENTS FOR CONTRACT OF FASTFOOD STALLS

February 2016

INSTRUCTION TO BIDDERS 1. Background The Road Safety & Transport Authority has recently completed the new bus terminal cum office building in Bajo, Wangduephodrang, which caters to the local community and nearby Hydroproject establishments. As the location of the bus terminal is in Bajo town premises, the need for restaurant within the terminal building may not be as strong as those places where shops and restaurants are not available nearby. Therefore, the Authority has provision only for 3 nos. of fast-food stalls, for which the Authority is inviting bidders to participate in operation of individual stall via open tendering process. All the 3 (Three) stalls are of same dimension and has same fixture and fittings. In the effort to encourage healthy competition, the Authority is inviting bids for individual stalls i.e. Stall A, Stall B and Stall C. Interested bidders are therefore, instructed to mention the name of the stall in Bidding data sheet, pt. no. 5, and submit bid security for each stall they are bidding. However, the bidders are not required to submit individual tender document for each stall i.e. same bidding document can be used irrespective of number of stalls being bid for. 2.

Scope of Bid and Eligibility

All national bidders producing valid trade license for operation of canteen/restaurant are eligible to participate in the bidding process. 3. Bid security A bidder must furnish a bid security of Nu. 10,000 (Ten thousand) only in favor of employers address as given in Instruction to Bidders no 5, and shall be in one of the following forms: a. Unconditional Bank Guarantee; b. Banker’s cheque/Cash warrant; c. Demand draft 4. Bid validity The bid should be valid for 60 (Sixty) days from the date of opening of bid document. 5. Submission of Bids The sealed tender supported by required documents should be submitted to the following address: Director General Road Safety and Transport Authority

Thimphu Tel. # +975-2-321282 Fax. # +975-2-321281 with warning label ‘DO NOT OPEN BEFORE 11:00 AM on 8th March 2016. Any inquiries regarding the bid shall be requested to the aforementioned address during office hours on or before 7 days (including weekends) from the date of submission, in written form, failing which the employer will not entertain the request. 6. Documents to be submitted by the bidders All bidders are mandatorily required fill, seal and sign on every page, and submit following document; a) Valid Trade License b) Tax Clearance Certificate c) Copy of Citizenship Identity Card d) Bidding Data sheet 7. Dateline for submission of Bid The Bid must be submitted to this Office on or before 10:00 AM on 8th March 2016 and will be opened on the same day at 11:00 AM in presence of the bidders or their representatives, who chose to attend in RSTA Regional Office Conference Hall. 8. Selection and Award of Contract Contract shall be awarded to the bidder whose bid is determined to be in: a) Compliance to Instruction to Bidder (ITB) b) Lowest Total Quoted Price (Package) 9. Notification of Award The successful bidder shall be notified in writing within 15 days from the date of opening. 10. Award of Contract and signing of Contract On receipt of letter of acceptance from the bidder, the bidder shall be required to sign the contract within 7 days from the date of issuance of notification of award. The Work Order for the same will be awarded on the same day. 11. Performance Security The successful bidder shall furnish performance security of Nu 20,000.00 (Twenty thousand) only in one of the following forms; a) Unconditional Guarante;

b) Banker’s Cheque/Cash warrant; c) Demand draft in favor of the employer on the day of signing of contract agreement. 12. Handing Over of Stall Premise On receipt of Security Money the stall premise shall be handed over to the successful bidder to be operational within 15 days from date of signing of agreement. 13. Taxes 2% of the total bill value shall be deducted from the supplier’s bill amount as withholding tax as per rule in force.

TERMS AND CONDITIONS 1. Rent 1.1 Monthly room rent is fixed at Nu 1,387.00 for carpet area of 133.86 sq.ft. @ Nu 10.36 per sq.ft, which is exclusive of Electrical bill. 1.2 Revision of rent shall be @ 10% after completion of every two years as per rule. 1.3 Payment of rent shall be in the form of cash to be deposited at the Revenue cash counter latest by 10th of every succeeding month. Default of payment shall attract penal interest as per rule. 2. Execution of Contract 2.1 If the Fast-food stall operator wishes to vacate the premise or leave the contract, one month advance notice shall be given in writing to the management or in lieu pay one month’s rent. 2.2 No subletting or sub-contracting shall be permitted. The successful bidder shall operate the Fast-food stall himself or herself. Violation of this clause will amount to immediate termination of contract. 2.3 The contract period for the fast-food stall is for 2 year, and extension of contract period shall not be permitted. 2.4 The operator shall provide all the services to all customers at the quoted rate. No alternative price for RSTA staff and general public shall be permitted. 2.5 Any individual complaining against the operator regarding cost of item and hygiene, if substantiated with proof, would lead to termination of contract and forfeiture of security deposit. 2.6 The RSTA reserves the right to terminate the contract by giving one month’s advance notice to the Fast-food stall operator if the services are not found to be up to the required standard or quality and hygiene.

3. Provisions 3.1 Stall Operator should provide all basic amenities like gas & stoves, water-filter, refrigerator, cookery and racks. 3.2 The Stall Operator shall hand over all the rooms with fixtures & fittings in working condition on vacation of the premise. 3.3 The Stall Operator shall comply with all the rules regulated by the management with regard to the use of property and security aspect. 3.4 The Stall Operator shall allow the office representative to inspect the property and carry out any repair works as and when necessary. 4. Security 4.1 The fast-food stall shall remain operational from 7.00 AM to 7:00 PM only. 4.2 No person shall be allowed to lodge in the office and stall building. 5. Accountability 5.1 The office management shall not be held responsible or accountable for the dues of any kind against the consumption made by any individual of RSTA. 5.2 The Office management shall be accountable for the bills pertaining to the consumption made for official purpose based on the orders through official slips or supply orders. 6. Services and Tariff 6.1 Priority for catering services shall be given to the official orders as and when required. 6.2 The Stall Operator shall follow decorum of the office in their service activities. 6.3 The Stall Operator shall ensure to make the items available for services on order against the rate quoted for specific items. 6.4 No revision of price on any item shall be allowed without prior consent of the office management. 7. Maintenance of Property and Hygiene 7.1 The Operator must ensure to; a) Prevent wastage of water and electrical energy, b) Take care of the fixture & fitting; and c) exercise high standard of hygiene in kitchen utensils, food served, furniture and environment. 7.2 The Stall Operator shall inform the office management should the stall need any repair. The stall operator shall not take up any repair or alteration without written approval. 8. Restriction 8.1 The Stall is a NO SMOKING area and smoking is strictly prohibited. 8.2 Sale of liquors, alcohols, beers and tobacco products is not permitted at all times.

Contract This Contract is made this day of ………………………………………………….…….. between Road Safety and Transport Authority, Thimphu ( hereinafter called “ the Lessor ‘ ) and M/s ……………………………………………( hereinafter called “ the Stall Operator “ ) of the other part. Whereas the RSTA, Thimphu, is desirous to let the fast-food stall to avail catering of foods and drinks as per requirement and the client has accepted the Bid offered by the bidder. This Contract witnesses as follows: 1. In this Contract, words and expressions shall have the same meanings as are respectively assigned in the Terms of reference (ToRp) and they shall be deemed to form and be read and construed as part of this Contract. The contract sets forth the entire contract and agreement between the parties pertaining to fast-food stall for required catering services. 2. The RSTA Agency hereby covenants to pay the fast-food stall operator for the food items ordered and consumed on official ground in consideration of satisfactory services wherever required by the RSTA or for the fast-food stall operator to execute and complete the contract in conformity in all respects with the provisions of the Contract. In witness whereof the parties thereto have caused this Contract to be executed the day and year and year first before written. The Common Seal of [ Witness entity ]______________________________________________ Was hereunto affixed in the presence of :_____________________________________________ Signed, Sealed, and Delivered by the said____________________________________________ In the presence of: ______________________________________________________________ Signature of Procuring Agency [ signature of an authorized representative of the Procuring Agency ] ____________________________________________________________________

Signature of Operator [signature of an authorized representative of the contractor ]

BIDDDING DATA SHEET 1. 2. 3. 4.

Name of the bidder: CID no. Contact no.: Present address:

5. Bidding for Stall :

…………………………………… …………………………………… …………………………………… …………………………………… …………………………………… …………………………………… …………………………………… Stall ‘A’ [Yes] [No] Stall ‘B’ [Yes] [No] Stall ‘C’ [Yes] [No] (Circle or tick only the stall you are bidding for accompanied by EMD for mentioned amount for each stall you are bidding)

6. Items for quotation SL No. 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20

ITEM Milk tea Black tea Milk coffee Black coffee Plain Toast Butter Toast Egg Omelet Puri and Sabji/dal Alu Paratha Aludam Veg. momo Non-veg. momo Veg. Chowmein Non-veg. Chowmein Koka with Veg Koka with 2 eggs. Maggie with Veg Maggie with 2 eggs. Samosa Potato Chops Total Package Quoted Price Amount in words

UNIT Per cup Per cup Per cup Per cup Per Plate -Do -Do -Do -Do -Do -Do -Do -Do -Do -Do -Do -Do -Do -Do -Do -

RATE

REMARKS