File No: Q-12011/3/WBS/ /Pub/PCT dated Bid document for

Transcription

1 File No: Q-12011/3/WBS/ /Pub/PCT dated Bid document for Printing and fixing of flex in hoarding and supply poster for publicity of NSSO in the State of West Bengal Government of India Ministry of Statistics and Programme Implementation National Sample Survey Office Field Operations Division Regional Office, Kolkata

2 1. Introduction National Sample Survey Office (Field Operations Division), Regional Office, Kolkata [hereinafter called NSSO (FOD)] through the process of e-tendering invites On-line tenders in two bid system from the experienced and eligible firms for erecting hoarding in prominent hired space initially for a period of one month and placing poster in various administrative/ educational buildings of State Government throughout West Bengal for promotion of the brand name NSSO. 2. Scope of the work (a) Hoarding i. Agency is required to hire/ provide hoarding space of size 20 ft x 10 ft. ii. The scope of the work also includes designing, printing and mounting of the flex banner on the hoardings, in consultation with NSSO (FOD). iii. Proper installation of the flex banner is the responsibility of the agency. If any damage happens to the banner because of the faulty installation by the agency, agency is required to take the corrective action immediately and no separate payment will be made for corrective action. However, if damage happens to banner because of natural calamity, agency is required to replace the damage banners and separate payment for the same will be made to the agency, upon prior approval from NSSO (FOD). iv. Maintenance of the hoardings during the period of promotional activity will be the responsibility of the agency. v. Total number of 110 (One Hundred and Ten) hoardings in colour is to be displayed in various locations of West Bengal. The location for erecting hoarding will be finalized by NSSO (FOD) in consultation with agency. District-wise number of hoardings is given at Annex-I. vi. The hoardings must be on Digital Flex Banners of minimum 340 GSM with Star black back flex. vii. The agency shall also ascertain transportation and fitting of the hoardings at the selected locations. viii. Evidence of the hoardings (installed at the allotted locations) in the form of photographs and video of location along with the date of installation to be submitted immediately after the installation of the hoardings. (b) Poster i. Agency is required to design and print self-glued posters of size 2ft X 3ft, in consultation with NSSO (FOD). ii (two thousand and five hundred) colour posters are to be printed and supplied in set each containing 10 posters.

3 3. Bidding process The Bidders will be required to submit their Proposals in two bid system in Central Public Procurement Portal ( following the instruction given therein. The bid documents are also available for download from The financial bid shall only contain the price bid as per format given in Annex III and technical bid contain all other documents including Annex-II. Critical dates a) Date of issue of Tender Documents: from Hours. b) Last date and time for submission of Tender Document: up to 18:00 Hours. c) Date and time for opening of Technical Bid: 12:00 Hours on Financial Bid: Will be intimated to the qualified bidders through any of the standard mode of communication (including , fax etc) d) Place of opening tender: NSSO (FOD), Regional Office, CGO Complex, 2 nd floor, E- Wing, DF Block, Sector-I, Salt Lake, Kolkata Eligibility criteria Agency/Proprietary Firm/Partnership Firm/Company who fulfils the following minimum criteria shall submit their bids and failure to provide necessary documents will render the bidder s disqualified on technical grounds. a) The agencies should have been in existence for a period not less than 3 years and having annual turnover of more than Rs. 12 lakh during the last 3 years. b) The agency should have a registered (main or branch) office in West Bengal. c) It should have been registered under Relevant Act and a copy each of the registrations shall be attached with the bid. d) It should have PAN, TIN number and Sales Tax/Service Tax/GST Registration (proof in this regard may be attached with the bid). e) It should not have been blacklisted by any Government Organization. Undertaking in this regard is to be furnished. f) The bidders must have successfully completed minimum 3 contract jobs of similar kind under the respective contract for organisations, Institutions or reputed Private firms during the last three years. Experience certificate should be enclosed. g) Each bidder shall submit only one bid. Alternative offer will be liable to rejection of all bids. h) Bidders may add any further information that they consider relevant for the evaluation of their tender that gives a better understanding of their capability. The tender documents should be numbered and arranged as per the checklist specified in Annex-IV.

4 5. Pre-bid meeting A pre-bid meeting will be held on at 15:00 Hrs in NSSO (FOD) premises. Interest prospective bidders may attend the meeting to clear their doubt, if any. Decision taken in the meeting will be incorporated in the tender document and floated in the Ministry s web site. The bidders should submit their bids accordingly. 6. Bid security The Earnest Money Deposit (EMD) (Bid Security) of Rs. 50,000/- (Rupees fifty thousand only) in the form of Demand Draft from a commercial bank, drawn in favour of Pay & Accounts Officer, MOS&PI, Kolkata Payable at Kolkata, should be submitted on or before tender closing date. The EMD should remain valid for a period of forty-five days beyond final bid validity period. The tender received without EMD would be summarily rejected. The bid security will be fortified if a bidder (i) withdraws its bid during the bid validity period or (ii) fails to perform contractual obligations as per the contract. The earnest money will be returned on completion of the tender process. Tenders received without EMD shall be rejected 7. Performance security It is mandatory for the successful bidder to submit Performance Security Deposit amounting to 10% of the total contract value in the form of Bank Guarantee/Fixed Deposit Receipt/Demand Draft in favour of Pay & Accounts Officer, MOS&PI, Kolkata as Performance Security. The Security Deposit should be valid beyond 60 days of the period of the contract. The Security Deposit will be returned without any interest after satisfactory completion of all contractual obligations. This amount, however, be confiscated in case of refusal or failure to provide satisfactory services or backing out in midstream. 8. Rates and Quotes The rates quoted shall be inclusive of all taxes and duties as applicable as per the law. 9. Escalation of Prices The prices quoted shall be firm and shall remain applicable during the entire period of the contract till completion (including extension of time granted, if any) and no escalation in prices will be permitted due to increase in prices of materials, rise in labour prices or due to any other reasons. 10. Tender Validity The tenders shall remain valid for acceptance for a period of 60 days (sixty days) after the date of tender opening prescribed in the Tender Document. 11. Award of work i. Award of work against the tender is at the sole discretion of NSSO (FOD). Proposal of the successful bidder would form the basis for future negotiations and lead to issuing of a Work Order.

5 ii. iii. After selection, a Letter of Award (LOA) shall be issued, by NSSO (FOD) to the Selected Bidder and the Selected Bidder shall in turn submit Acceptance Letter within a week. In the event of the Acceptance Letter not received by the stipulated date, NSSO (FOD) may, unless it consents to extension of time for submission thereof, cancel the LOA and the next highest ranking Bidder may be considered. The Tender Inviting Authority reserves the right to relax any of the conditions of the Tender Document if suitable bidders are not found due to exigency of situation. 12. Terms and conditions i. NSSO (FOD) reserve the right at the time of placement of the order to increase or decrease work volume by up to 15%. ii. iii. iv. The selected firm will collect approved design and message within seven days from the date of receipt of the work order. If any wrong display of hoarding found anywhere the firm will replace the same immediately at firm s own cost otherwise, payment for particular spot will be deducted. The publicity campaign, through hoarding, is initially for a period of one month. If feasible, NSSO (FOD) may extend the campaign further for another period of one month, in selected limited locations. Rate for extended period of campaign would be same as per agency s proposal to NSSO (FOD), without any escalation of price and as negotiated thereafter. The work shall commence from the date as mentioned in the work order and the entire work should be completed within 20 days. The firm is liable to charge liquidated damages per week or part thereof subject to 10% of the order value, if the work not started within the due date as mentioned in the work order. v. The work shall be carried out in appropriate time under the direction and supervision of NSSO (FOD). vi. vii. viii. The Successful Bidder shall not be entitled to any compensation for any loss suffered by him on account of delay in commencing or executing the work whatever the cause for such delays may be including delays in procuring Government controlled or other materials. NSSO (FOD) s decision with regard to the material and the workmanship will be final and binding and any material rejected by NSSO (FOD) shall be immediately removed from the Site. No tender will be considered unless the tender documents are fully and completely filled in. All information that may be asked from a bidder must be unequivocally furnished.

6 ix. Notwithstanding with the above, NSSO(FOD) reserves to itself the right to accept or reject any tender or reject all tenders without assigning any reason thereof, and without thereby incurring any liability to the affected bidders. The tenders shall be considered invalid and non-responsive for non-submission of any document stipulated herein. 13. Arbitration Clause In case of any disputes between the parties viz. NSSO (FOD) on one hand and the agency/firm awarded the Contract on the other, arising out on account of scope of work and other mandatory liabilities as stated in the work order or tender document, the dispute shall be referred to an Arbitrator as per Arbitration and Reconciliation Act 1996, in Kolkata jurisdiction. 14. Payments The payment will be made after completion of work as per terms and conditions of the bid document and work order and submission of bill/invoice along with the still photograph of each hoarding and dispatch receipt of posters. If the farm could not execute the work order, EMD/ performance security as the case may be or both will be fortified. The selected agency shall be ready to take up work beyond the mentioned scope if felt necessary and asked by NSSO (FOD) and the NSSO (FOD) shall give effect to such payment arising out of the additional work. 15. Prices for Extra Work, Ascertainment of Should it be found after the completion of the works that some extra work has been carried out on due instruction from the NSSO (FOD), the price for such extra work will be ascertained on mutually negotiated terms. 16. Evaluation Criteria The Technical bids will be scrutinised on the basis of Eligibility Criteria. Financial bids will be opened only of the technically qualified (responsive tender) bidders. The L-I would be decided on the basis of lowest unit cost of hoarding and poster taken together.

7 District-wise number of hoardings Annex-I Sl No Name of District Number of hoardings 1 Darjeeling 4 2 Kalimpong 1 3 Jalpaiguri 5 4 Alipurduar 2 5 Cooch Behar 4 6 Uttar Dinajpur 4 7 Dakshin Dinajpur 4 8 Malda 5 9 Murshdabad 6 10 Purba Bardwan 5 11 Paschim Bardwan 5 12 Birbhum 5 13 Purulia 5 14 Bankura 5 15 Jhargram 2 16 Nadia 5 17 Hoogly 5 18 Paschim Medinipur 5 19 Purbo Medinipur 5 20 Kolkata 9 21 Howrah 5 22 North 24 Parganas 7 23 South 24 Parganas 7 Total 110

8 Annex-II General details: PROFORMA FOR TECHNICAL BID Sl No Item Description 1. Name of the Agency 2. Office Address 2(i) Tel No. 2(ii) FAX No. 2(iii) Address 3. Name of the Authorised Representative (s) Turnover during the last three years Years Turnover in Rupees ( in words and figures) Copy of statement duly certified by the Chattered Accountant of the Company/Firms, etc. should be enclosed Details of the experience in Govt. / PUC/ Corporate offices during the last three years (not more than three) Sl No Year Name of the Employer / Address / Tel No. Details of work done Enclose relevant work order/ completion certificate Value of work Details of EMD of Rupees 50000/- (Rupees fifty thousand only) submitted DD No.... Bank... Date... (Enclose extra sheets if required.) Place: Date: (Signature of the authorised person of the Agency with seal)

9 Annex-II (a) UNDERTAKING i. I... Son/Daughter/Wife of Shri... Proprietor/Director/authorized signatory of.(name of agency). Is competent to sign this declaration and execute this tender document. ii. iii. iv. I/We have gone through the Term & Conditions given in the tender document and agree with the same. I/We understand that in the event of non-compliance of the terms & Conditions of the tender, my / our EMD shall be forfeited by the Govt. of India, Ministry of Statistics and Programme Implementation, NSSO (FOD), Kolkata, West Bengal. Should this tender be accepted, I/We agree to abide by and fulfil all terms and conditions referred to above and as contained in tender documents elsewhere and in default thereof. I/we don t have any counter condition. v. If I/we fail to commence the work within the stipulated day as mentioned in the Letter of Award and/or I/we fail to sign the agreement and/or I/we fail to submit performance guarantee, I/we agree that NSSO (FOD) shall, without prejudice to any other right or remedy, be at liberty to cancel the Letter of Award and to forfeit the said earnest money as specified above. vi. I/ We confirm that we do not stand deregistered/banned/blacklisted by any Govt. Authorities. (Signature of the authorised person of the Agency with seal) Place: Date:

10 FINANCIAL PROPOSAL (To be submitted in separate envelop) Annex-III Name of Agency: Particulars Quantity Rate per unit Total amount Designing, Printing, Fixing of Flex in 110 Hoardings (including (20 ft x 10 ft) transportation, labour and other charges) Designing, Printing and 2500 supply of posters (2 ft x3 ft) (including all charges) Sub total Taxes Tax rate:...% Grand total Note: If item-wise tax rates are different then bifurcation shall be provided. Place: Date: (Signature of the authorised person of the Agency with seal)

11 CHECK LIST (To be submitted with technical bid) Annex-IV Name of Document Submitted (Y/N) Page No 1. EMD submitted 2. Copies of registration certificate 3. Copy of PAN and/or TAN 4. Copy of GST registration 5. Copies of experience certificate 6. Copy of financial statement for the last three years 7. Technical bid as per format Anne-II 8. Undertaking as per format Annex-II(a) 9. Financial proposal as per format Annex-IV to be submitted in separate envelop Place: Date: (Signature of the authorised person of the Agency with seal)