REQUEST FOR PROPOSAL

Transcription

1 REQUEST FOR PROPOSAL 384/e-Proc/Q 28 Jun 2016 Headquarters 2 Sector Rashtriya Rifles (Q) PIN c/o 56 APO REQUEST FOR PROPOSAL FOR DISTIRBUTION OF 100 X LED SOLAR LIGHTS TO GUJJARS AND BAKKARWALS UNDER SADHBHAVANA-XIX DURING FY AGAINST ID NO 15/EN/785 Tender reference No: 15/EN/785/ 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 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 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 c/o 56 APO 2 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 ( ). 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 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 02 Jul hrs (b) Bid Download 02 Jul hrs (c) Clarification start date 02 Jul hrs (d) Clarification end date 18 Jul hrs (e) Pre bid meeting - NA (f) Bid submission start date 02 Jul hrs (g) Bid submission end date 19 Jul hrs (h) Bid Opening date 19 Jul hrs 2. Manner of depositing the Bids: The bids will be submitted on website till 1100 hrs on 19 Jul 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) EMD in Original. (Format as att Appx) 4. 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. 19 Jul 2016 at 1130 hrs. 6. Location of the Tender Box: (a) For online bid e procurement portal (b) For submission of original documents and EMD Tender box will be placed at outside AQMG office, Headquarters 2 Sector Rashtriya Rifles

4 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 for respective items of purchase. 10. Modification and Withdrawal of Bids: Permitted to be uploaded till 1100 hrs on 19 Jul 2016 on the e portal 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 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 5 TERMS AND CONDITIONS FOR DISTIRBUTION OF 100 X LED SOLAR LIGHTS TO GUJJARS AND BAKKARWALS UNDER SADHBHAVANA-XIX DURING FY AGAINST ID NO 15/EN/ 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 19 Jul 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 would be completed in FY 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 % 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 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 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 7 CERTIFICATE It is certified that all Terms and conditions, as specified in the Tender Form (enclosed), are acceptable to me/us. Station: Dated: (Signature of authorized signatory of Firm) Name Address Tele No Mobile No Fax No

8 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 Qty Reqd Portable Solar & Nos 100 Electric Rechargeable LED light Approx Cost of Tender Rs 4,50,000/- & Below Remarks 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: Government of India (MoD) 10. Two bid system: No only one bid i.e. Financial Bid. 11. Delivery Period 07 days. (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 Jul 2016 Name of consignees HQ 2 Sect RR (Q Branch) Name of Items A/U Qty Reqd Portable Solar & Electric Rechargeable LED light Approx Cost of Tender Nos 100 Rs 4,50,000/- & Below Re mar ks

9 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 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 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 A/U Unit Price (in Rs.) Portable Solar & Nos Rs 1 & Electric Rechargeable more LED light Qty Reqd Approx Cost of Tender 100 Rs 4,50,000/- & Below Remar ks

12 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) (b) (c) (d) Ink-signed copy of Original Bill / Seller s bill. Ink-signed copy of Commercial invoice / Seller s bill. Copy of Supply Order. 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.

13 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

14 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)]