REQUEST FOR PROPOSAL Headquarters 2 Sector Rashtriya Rifles

REQUEST FOR PROPOSAL
Headquarters 2 Sector Rashtriya Rifles (Q)
PIN-934702
c/o 56 APO
384/e-Proc/Q
01 Aug 2016
____________________
_____________________
REQUEST FOR PROPOSAL FOR DISTIRBUTION OF 100 X LED SOLAR LIGHTS TO
GUJJARS AND BAKKARWALS UNDER SADHBHAVANA-XIX DURING FY 2016-17
AGAINST ID NO – 15/EN/785
Tender reference No: 15/EN/785/2SectRR/2016-2017
1.
Online bids are invited for Distribution of 100 x LED Solar lights to Gujjars and
Bakkarwals under Sadhbhavana-XIX by Headquarters 2 Sector Rashtriya Rifles, c/o 56 APO.
2.
The address and contact numbers for sending Bids or seeking clarifications regarding
this RFP are given below: –
Adjutant Quarter Master General
Headquarters 2 Sector Rashtriya Rifles
Wuzur (J&K)
Tele No - 9596555598
3.
This RFP is divided into five Parts as follows:(a)
Part I – Contains General Information and Instructions for the quotations about
the
RFP such as the time, place of submission and opening of tenders, validity
period of tenders, etc.
(b)
Part II – Contains essential details of the items/services required, such as the
Schedule of Requirements (SOR), Technical Specifications, Delivery Period, Mode of
Delivery and Consignee details.
(c)
Part III – Contains Standard Conditions of RFP, which will form part of the
contract with the successful quotations.
(d)
Part IV - Contains several Commercial clauses, which may or may not be
relevant for a particular type of RFP. Hence, the title is given as Special Conditions of
Local Purchase. A conscious decision may be taken to incorporate the relevant
clauses from this lest based on the guidelines given in the concerned Chapters of DPM
2009. The wordings of these clauses can also be appropriately modified to suit a
particular case.
(e)
Part V Contains Evaluation Criteria and price Bid Format is uploaded as
BOQ (Bill of Quantity).
4.
This RFP is being issued with no financial commitment and the Buyer reserves the right
to change or vary any part thereof at any stage. Buyer also reserves the right to withdraw the
RFP, should it become necessary at any stage.
Sdxxxxxxxxxxx
(Vivek Bhatia)
Lieutenant Colonel
Adjutant Quartermaster General
for Commander
2
To,
The President of India
Through Adjutant Quartermaster General
Headquarters 2 Sector Rashtriya Rifles
PIN-934702 c/o 56 APO
SUB : ACCEPTANCE OF TERMS AND CONDITIONS OF REQUEST
FOR PROPOSAL (RFP)
Sir,
1.
I/We have downloaded/obtained the RFP for the above mentioned ‘Tender/Work’ from
the website (s) namely, Distribution of 100 x LED Solar lights to Gujjars and Bakkarwals
(ID No 15/EN/785) per your advertisement, given in the above mentioned website (s).
2.
I/We hereby certify that I/We have read entire terms and conditions of the RFP from
Page No 01 to 14 (including all documents like annexure(s), schedule(s) etc) which will form
part of the contract agreement which shall signed by me/us and I/We shall abide hereby the
terms/conditions/ clause contained therein.
3.
The corrigendum (s) issued from time to time by your department/ organisation to have
also been taken into consideration, while submitting this acceptance letter.
4.
I/We hereby unconditionally accept the conditions of above mentioned RFP and
connected documents (s)/corrigendum(s) in it’s totally / entirely.
5.
I/We hereby certify that I/We have read the entire terms and conditions laid down in
Notice Inviting Tenders (NIT) and I/We shall abide guidelines/conditions contained therein.
6.
The documents as required will be submitted by us in physical form also incase I/We
are the lowest bidder(s) as mentioned in the true copy of the documents uploaded on the
Central Public Procurement Portal (http://eprocure.gov.in/eprocure/app ).
7.
In case any provisions of this tender are found violated, your department/ organization
shall be at liberty to reject this tender/bid including the forfeiture of the full said Earnest Money
Deposit absolutely and we shall not have any claim / right against department in satisfaction of
this condition.
Yours faithfully,
(Signature of the Tenderer with Office seal)
3
PART I – GENERAL INFORMATION
1.
Last date and time for depositing the Quotation: As per critical date sheet given
below:CRITICAL DATE SHEET
S/No
Item
Date
Time
(a)
Published date
01 Aug 2016
1400hrs
(b)
Bid Download
01 Aug 2016
1400 hrs
(c)
Clarification start date
01 Aug 2016
1430 hrs
(d)
Clarification end date
09 Aug 2016
1600 hrs
(e)
Pre bid meeting
-
NA
(f)
Bid submission start date
01 Aug 2016
1435 hrs
(g)
Bid submission end date
10 Aug 2016
1100 hrs
(h)
Bid Opening date
10 Aug 2016
1130 hrs
2.
Manner of depositing the Bids:
The bids will be submitted on website
www.eprocure.gov.in till 1100 hrs on 10 Aug 2016 in the following manner:3.
The original of following documents shall be submitted physically in the sealed tender
box (outside AQMG office, Headquarters 2 Sector Rashtriya Rifles) prior to bid submission
closing date.
(a)
Tender Condition Acceptance Certificate (Format is uploaded along with
RFP) on company/firm letter head duly signed and stamped to be submitted duly signed
and stamped.
(b)
4.
EMD in Original. (Format as att Appx)
Cover - 1. (Financial bid only)
(a)
Acceptance of tender condition on company letter head pad duly stamped &
signed.
(b)
Call for quotations in the form of ‘BOQ’ (Bill of Quantities). Late tenders
will not be considered. No responsibility will be taken for delay by electronic
media/internet or non-delivery/non receipt of quotations. Quotations sent by any other
medium will not be considered.
5.
Time and date for opening of Bids.
6.
Location of the Tender Box:
(a)
10 Aug 2016 at 1130 hrs.
For online bid – e procurement portal www.eprocure.gov.in
(b)
For submission of original documents and EMD – Tender box will be placed at
outside AQMG office, Headquarters 2 Sector Rashtriya Rifles
4
7.
Place of opening of the Quotations. The duly filled up BOQ to be uploaded on
website with supporting documents in website, Headquarters 2 Sector Rashtriya Rifles. The result
of the opening of bids will be available online for all bidders. The bidders may depute their
representatives, duly authorized in writing, to attend the opening on quotation on the due date
and time. Rates and important commercial/technical clauses quoted by all vendors will be read
out in presence of rep of contractor if any. This event will not be postponed due to nonpresence of bidder’s representative, until there is interruption is access to internet. The same
will be resumed on restoration of internet.
8.
Two-Bid system: No. Only Financial Bid i.e. Price bid.
9.
Forwarding of Bids – Quotation should be uploaded by the firms in the original BOQ
form as provided at the site www.eprocure.gov.in for respective items of purchase.
10.
Modification and Withdrawal of Bids:
Permitted to be uploaded till 1100 hrs on
10 Aug 2016 on the e portal www.eprocure.gov.in .
11.
Clarification regarding contents of the Quotation:
During evaluation and
comparison of Quotation, the Buyer may, at its discretion, ask the firms for clarification on his
BOQ/Quotation. The request for clarification will be given in writing and no change in prices or
substance of the Quotation will be sought, offered or permitted.
12.
Rejection of Bids: Canvassing by the firm in any form, unsolicited letter and posttender correction may invoke summary rejection with forfeiture of EMD if any. Conditional
tenders will be rejected.
13.
Validity of Bids: The Quotations should remain valid up to 120 days from the last date
of submission of the Quotation.
14.
Earnest Money Deposit:
(a)
Earnest Money Deposit (EMD) in the form of an FDR @ 2% of total tender value
i.e. Rs 9,000/- (Rupees nine thousand only) in favour of Sabbavana, HQ 2 Sect RR
will be deposited before opening of bids.
(b)
EMD in respect of firms whose rates are accepted will be retained and EMD of
balance firms will be returned on finalization of proceedings. EMD in respect of the
firms whose rates are accepted will be retained and treated as security deposit and will
be returned only on successful execution of the supply order by the firm.
(c)
Firm has to submit separate EMD for support of each separate supply order.
5
TERMS AND CONDITIONS FOR DISTIRBUTION OF 100 X LED SOLAR LIGHTS TO
GUJJARS AND BAKKARWALS UNDER SADHBHAVANA-XIX DURING FY 2016-17
AGAINST ID NO – 15/EN/785
1.
Terms and conditions, specified in the succeeding paragraphs, will be adhered to, by
the contractors.
2.
Specifications, as specified in the Tender form, only should be adhered to. No
additional feature/ specifications are required to be given. No advance/extra payment is
admissible for Hiring of buses.
Note :In case last date of accepting/ opening happens to be a holiday the dates will be
shifted to the next working day.
3.
Online bids will be opened at 2 Sector Rashtriya Rifles c/o 56 APO on 10 Aug 2016 at
1100 hrs. You may make it convenient to be present at the time of opening of the Bids.
4.
The stores will be consigned to AQMG, 2 Sector Rashtriya Rifles.
5.
Project for Distribution of 100 x LED Solar lights to Gujjars and Bakkarwals under
Sadhbhavana-XIX against (ID No 15/EN/785) for the FY 2016-17 would be completed in FY
2016-17.
6.
Rate should be inclusive of central/ state sales tax or excise duty or control charges.
CST/ST or any other tax liable should be shown in quotations.
7.
Rate should remain valid up to 120 days from the date of opening of bids.
8.
Bids will be sent online as mentioned in NIT with prominent indication of tender number
and date due for opening and name of the firm and addressed to AQMG, HQ 2 Sector RR
c/o 56 APO.
9.
Bids should be signed by the supplier duly affixed with their stamp and date. Bids
received without signature and date or after expiry of scheduled opening date and time will not
be entertained.
10.
Supplier will quote their CST/GST number on their bids.
11.
Local suppliers may put their bids by hand in the bids box, kept in the office of AQMG,
HQ 2 Sect RR. Bids will not be delivered to any other official of this office.
12.
Quantity shown in the call for bids is approximate. The accepting officer may
increase/decrease the quantity, at the time of placing the supply order.
13.
Delivery of items will be completed fully within the period given in the supply order.
14.
100% payment will be made on completion of project and on presentation of bills. As
per provision, Earnest Money Deposit (EMD) at the rate of 2% of value of project (contract) to
be included in TE.
6
15.
Payment will be made form of Cheque by Headquarters, 2 Sector Rashtriya Rifles,
c/o 56 APO.
16.
Name of the company whose product with technical specification should be specified.
17.
Items should be quoted reputed companies. Rates for more than one company may be
quoted.
18.
Liquidation damage @ 1% of the value of supply order will be charged for any delay,
per week of part there of subject to maximum of 10%. Thereafter the supply order is liable to
be cancelled in case of inordinate delay or any other default.
19.
Cost of items supplied will not exceed MRP.
20.
In case of any dispute, decision of the Commander, 2 Sector Rashtriya Rifles will be
final and binding on all the parties.
21.
A procurement committee of Offrs will thereafter check the completed project as per
laid down specifications.
22.
In case of any difficulties, the same will be brought to the notice of AQMG,
Headquarters, 2 Sector Rashtriya Rifles.
7
CERTIFICATE
It is certified that all Terms and conditions, as specified in the Tender Form (enclosed),
are acceptable to me/us.
Station:
(Signature of authorized signatory of Firm)
Dated:
Name _____________________________
Address ___________________________
Tele No ___________________________
Mobile No __________________________
Fax No ____________________________
8
PART II – ESSENTIAL DETAILS OF ITEMS/SERVICES REQUIRED
1.
Schedule of Requirements – List of items / services required is as follows:Ser
No
(a)
Name of
consignees
HQ 2 Sector
RR
(Q Branch)
Name of Items
A/U
Portable Solar &
Electric Rechargeable
LED light
Nos
Qty
Reqd
100
Approx Cost
of Tender
Remarks
Rs 4,50,000/& Below
2.
Name and address of the contractor : Limited bidding.
3.
Name of the purchaser
: Headquarters 2 Sector Rashtriya Rifles (Q) Branch.
4.
Contractor No & date:
NA
5.
Name of Indentor; Headquarters 2 Sector Rashtriya Rifles (Q) Branch, Wuzur (J&K).
6.
Indentors Indent No and date:
7.
Designation of the account officer: AQMG, HQ 2 Sector RR.
8.
Head of Account for this Supply Order: 800 (B)
9.
Indenting department:
10.
Two bid system:
11.
Delivery Period – 07 days.
Government of India (MoD)
No only one bid i.e. Financial Bid.
(a)
DP of supply of items would be upto 07 days from the date of acceptance of
tender by the purchaser.
(b)
The DP is inclusive of transportation and delivery of stores at HQ 2 Sector RR,
(Q) Branch,Wuzur.
12.
INCO TERMS for Delivery and Transportation For Destination i.e. FREE delivery at
consignees, HQ 2 Sector RR (Q) Branch, Wuzur (J&K)
13.
Consignee details: - The name of consignee and the date by which stores are to be
delivered are as given below:Ser
No
(a)
Tentative
date of
Delivery
___ Aug
2016
Name of
consignees
Name of Items
A/U
HQ 2 Sect
RR
(Q Branch)
Portable Solar & Electric
Rechargeable LED light
Nos
Qty Approx
Reqd Cost of
Tender
100 Rs
4,50,000/& Below
Re
mar
ks
9
PART III – STANDARD CONDITIONS OF RFP
The Firm is required to give confirmation of their acceptance of the Standard
Conditions of the Request For Proposal mentioned below which will automatically be
considered as part of the Purchase concluded with the successful quotations (i.e.
Seller in the purchase) as selected by the Buyer. Failure to do so may result in
rejection of the Bid submitted by the Bidder.
1.
Law: The Purchase shall be considered and made in accordance with the laws of the
Republic of India. The Local Purchase shall be governed by and interpreted in accordance
with the laws of the Republic of India.
2.
Effective Date of Purchase: The Purchase shall come into effect on the day of
uploading of date of award of contract/issue of supply order (Effective Date) and shall remain
valid until the completion of the obligations of the Procurement Committee under local
purchase. The delivery of supplies and performance of the services shall commence from the
effective date of uploading of award of contract /date of signing of issue of supply order.
3.
Arbitration: Not required.
4.
Penalty for use of Undue influence: The L1 undertakes that he has not given, offered
or promised to give, directly or indirectly, any gift, consideration, reward, commission, fees,
brokerage or inducement to any person in service of the Buyer or otherwise in procuring the
LP or forbearing to do or for having done or forborne to do any act in relation to the obtaining
or execution of the present LP or any other Contract with the Government of India for showing
or forbearing to show favour or disfavour to any person in relation to the present LP or any
other LP with the Government of India. Any breach of the aforesaid undertaking by the Seller
or any one employed by him or acting on his behalf (whether with or without the knowledge of
the Seller) or the commission of any offers by the Seller or anyone employed by him or acting
on his behalf, as defined in Chapter IX of the Indian Penal Code, 1860 or the Prevention of
Corruption Act, 1986 or any other Act enacted for the prevention of corruption shall entitle the
Buyer to cancel the contract and all or any other contracts with the Seller and recover from the
Seller the amount of any loss arising from such cancellation. A decision of the Buyer or his
nominee to the effect that a breach of the undertaking had been committed shall be final and
binding on the Seller. Giving or offering of any gift, bribe or inducement or any attempt at any
such act on behalf of the Seller towards any officer/employee of the Buyer or to any other
person in a position to influence any officer/employee of the Buyer for showing any favour in
relation to this or any other contract, shall render the Seller to such liability/ penalty as the
Buyer may deem proper, including but not limited to termination of the contract, imposition of
penal damages, forfeiture of the Bank Guarantee and refund of the amounts paid by the
buyer.
5.
Agents / Agency Commission: The Seller confirms and declares to the Buyer that the
Seller has not engaged any individual or firm, whether Indian or foreign whatsoever, to
intercede, facilitate or in any way to recommend to the Government of India or any of its
functionaries, whether officially or unofficially, to the award of the contract to the Seller; nor
has any amount been paid, promised or intended to be paid to any such individual or firm in
respect of any such intercession, facilitation or recommendation. The Seller agrees that if it is
established at any time to the satisfaction of the Buyer that the present declaration is in any
way incorrect or if at a later stage it is discovered by the Buyer that the Seller has engaged
any such individual/firm, and paid or intended to pay any amount, gift, reward, fees,
commission or consideration to such person, party, firm or institution, whether before or after
signing of this contract, the Seller will be liable to refund that amount to the Buyer. The Seller
will also be debarred from entering into any supply Contract with the Government of India for a
minimum period of five years. The Buyer will also have a right to consider cancellation of the
Contract
10
either wholly or in part, without any entitlement or compensation to the Seller who shall in such
an event be liable to refund all payments made by the Buyer in terms of the Contract along
with interest at the rate of 2% per annum above LIBOR rate. The Buyer will also have the right
to recover any such amount from any contracts concluded earlier with the Government of
India.
6.
Access to Book of Accounts: In case it is found to the satisfaction of the Buyer that
the Seller has engaged an Agent or paid commission or influenced any person to obtain the
contract as described in clauses relating to Agents/Agency Commission and penalty for use of
undue influence, the Seller, on a specific request of the Buyer, shall provide necessary
information/ inspection of the relevant financial documents/information.
7.
Non-disclosure of Agreement. Except with the written consent of the Buyer/ Seller,
other party shall not disclose the contract or any provision, specification, plan, design, pattern,
sample or information thereof to any third party.
8.
Liquidated Damages: In the event of the Seller's failure to submit the Bonds,
Guarantees and Documents, supply the stores/goods and conduct trials, installation of
equipment, training, etc as specified in this contract, the Buyer may, at his discretion, withhold
any payment until the completion of the contract. The buyer may also deduct from the seller as
agreed, liquidated damages to the sum of 0.5% of the contract price of the delayed/
undelivered stores/services mentioned above for every week of delay or part of a week,
subject to the maximum value of the Liquidated Damages being not higher than 10% of the
value of delayed stores. The buyer has liberty to exercise the power of forfeiture of EMD if the
full stock/consignment has not delivered by the consignee well within the stipulated time
frame.
9.
Termination of Agreement: The Buyer shall have the right to terminate this LP in part
or in full in any of the following cases:(a) The delivery of the material is delayed for causes not attributable to Force Majeure
for more than (One month) after the scheduled date of delivery.
OR
(b) The Seller is declared bankrupt or becomes insolvent.
OR
(c) The delivery of material is delayed due to causes of Force Majeure by more than
(one month) provided Force Majeure clause is included in contract.
10.
Notices: Any noticed required or permitted by the contract shall be written in the
English language and may be delivered personally or may be sent by registered pre-paid
mail/airmail, addressed to the last known address of the party to whom it is sent.
11.
Patents and other Industrial Property Rights: The prices stated in the present LP
shall be deemed to include all amounts payable for the use of patents, registered charges,
trademarks and payments for any other industrial property rights. The Seller shall indemnify
the Buyer against all claims from a third party at any time on account of the infringement of
any or all the rights mentioned in the previous paragraphs, whether such claims arise in
respect of manufacture or use. The Seller shall be responsible for the completion of the
supplies including spares, tools, technical literature and training aggregates irrespective of the
fact of infringement of the supplies, irrespective of the fact of infringement of any or all the
rights mentioned above.
11
12.
Amendments: No provision of present Local Purchase shall be changed or modified in
any way (including this provision) either in whole or in part except by an instrument in writing
made after the date of this agreement and signed on behalf of both the parties and which
expressly states to amend the present Local Purchase.
13.
Taxes and Duties: As applicable
14.
Pre-Integrity Pact Clause: NA
15.
Description of stores on order.
Ser
No
(a)
Name of Items
Portable Solar &
Electric Rechargeable
LED light
A/U
Nos
Unit Price
(in Rs.)
Rs 1 &
more
Qty Reqd
100
Approx Cost
of Tender
Rs 4,50,000/& Below
Remar
ks
13
PART IV – SPECIAL CONDITIONS OF RFP
The Bidder is required to give confirmation of their acceptance of Special Conditions of
the RFP mentioned below which will automatically be considered as part of the
Contract concluded with the successful Bidder (i.e. Seller in the Contract) as selected
by the Buyer. Failure to do so may result in rejection of Bid submitted by the Bidder.
1.
Performance Guarantee - Yes
2.
Option Clause - NA
3.
Repeat Order Clause – Yes
4.
Tolerance Clause – Yes
5.
Nil Consideration.
If a vendor quotes zero it amount to “agreement without
consideration” and becomes null and void. Hence a firm quotes ‘Nil charges/consideration’
the bid shall be treated as “Unresponsive” and will not be considered. Further it is clarified
that in case of multiple item BOQ “Nil Consideration” can be restricted to only those items
against which zero has been quoted and the firms quote for other items can be considered.
6.
Payment Terms for Indigenous Sellers: It will be mandatory for the bidders to
indicate their bank account numbers, IFSC Code of Bank and other details so that payments
can be made through cheque. Feasible 100% payment on delivery and acceptance by the
user.
7.
Advance Payments:
No advance payment(s) will be made.
8.
Paying Authority: The payment of bills will be made through cheque on submission of
following document by the seller to the paying authority along with the bill:(a)
Ink-signed copy of Original Bill / Seller’s bill.
(b)
Ink-signed copy of Commercial invoice / Seller’s bill.
(c)
Copy of Supply Order.
(d)
Details of acct head (Account name), Bank name, Branch name and address,
Account type, Account number, IFSC code.
9.
Price Variation Clause. NA.
10.
Excise Duty. As applicable in J&K and to be included in bid price.
11.
Sale Tax/VAT. As applicable in J&K and to be included in bid price.
12.
Risk & Expense clause. Not applicable
13.
Packing and Marking.
As applicable.
14.
Inspection Authority. The inspection will be carried out by AQMG, HQ 2 Sector RR
or an officer nominated by Commander, 2 Sector RR on behalf . The mode of Inspection will
be Board of officer detailed by HQ 2 Sector RR.
16.
Pre Dispatch Inspection. The Buyer rep has liberty to carryout Pre Dispatch
Inspection (PDI) of the Stores/Stock/Consignment in order to check their compliance with
specification in accordance with its usual standard procedure.
14
PART V – EVALUATION CRITERIA & PRICE BID ISSUES
1.
Evaluation Criteria - Only those bids will be evaluated which are found to be fulfilling
all the eligibility and qualifying requirements of the RFP.
2.
Price Bid Format. The Price Bid Format is uploaded as BOQ (Bill of Quantity).
Sdxxxxxxxxxx
(Vivek Bhatia)
Lieutenant Colonel
Adjutant Quartermaster General
for Commander
15
Appendix
EMD/ BANK GUARANTEE FORMAT
Whereas …………….. (Hereinafter called the “Bidder”) has submitted their offer dated
…………………. For the supply of …………………(hereinafter called the “Bid”) against the
Buyer’s Request for proposal No ………………………. know all men by these presents that
We…………………….. of ……………………. having our registered office at …………………
are bound upto ……………………… (hereinafter called the “Buyer”) on the sum of
………………… for which payment will and truly to be made to the said Buyer, the Bank binds
itself, its successors and assigns by these presents sealed with the common seal of t he said
bank this …………….. day of ……………………….
The conditions of obligations are:(1)
If the bidder withdraws or amends, impairs or derogates from the bid in any respect
within the period of validity of this tender.
(2)
If the bidder having been notified of the acceptance of his tender by the Buyer dun the
period of its validity.
(a)
The bidder fails to furnish the performance security for the due performance of
the contract.
(b)
Fails or refuses to accept / execute the contract.
We undertake to pay the Buyer up to the above amount upon receipt of its first written
demand, without the Buyer having to substantiate its demand, provided that in its demand the
Buyer will note that the amount claimed by it is due to it owing to the occurrences of one or
both the two conditions, specifying the occurred conditions or conditions.
This guarantee will remain in force upto and including45 days after the period of tender
validity and any demand in respect thereof should reach the bank not later than the above
date.
…………………………………………………..
(Signature of the authorized officer of the bank)
Name and designation of the officer
Seal, name & address of the bank and address of branch
[For and on behalf of the President of India)
(Signature & date with stamp of the Contractor (s)]