DEPARTMENT OF INFORMATION TECHNOLOGY ADDL DELUXE BUILDING, SECTOR 9 CHANDIGARH

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1 DEPARTMENT OF INFORMATION TECHNOLOGY ADDL DELUXE BUILDING, SECTOR 9 CHANDIGARH NOTICE INVITING TENDER RAPID ENVIRONMENTAL IMPACT ASSESSMENT STUDY& SEEKING ENVIRONMENTAL CLEARANCE FOR RAJIV GANDHI CHANDIGARH TECHNOLOGY PARK (RGCTP) PHASE II LAST DATE FOR ISSUE DATE OF OPENING OF TENDER Sealed tenders are invited by the undersigned from firms/consultants for Rapid Environmental Impact Assessment Study for RGCTP Phase II, Chandigarh including preparation of reports & obtaining Environmental Clearance from the local Pollution Control Board & Ministry of Environment & Forest (GOI) as required under MoEF notification No.SO 60 (E) dated 27 th November 1994 and as amended vide No.SO 801 (E) dated 7 th July 2004 and further amendment from time to time, if any, in respect of the projects located in Chandigarh. 2. Only those consultants/firms would be eligible for the tender who have carried out successfully similar job of Rapid Environmental Impact Assessment Study for seeking Environmental Clearance for at least one construction project of new Town ship or Industrial Town ship or Settlement colony and must have submitted the EIA Report to Chandigarh Pollution Control Committee and completed the process of public hearing. Details of such projects shall be submitted as per the prescribed performa with supporting document in a separate sealed envelope. 3. Desirous firms/ consultants may obtain the bid document along with the prescribed forms from the Department of Information Technology, Addl Deluxe Building, Sector 9, Chandigarh up to 3.00 P.M. on The bid document can also be down loaded from website of Department of Information Technology 4. The tender shall be accompanied by Earnest Money for an amount of Rs.25,000/- in the shape of deposit at Call receipt of a scheduled bank or Demand Draft or Fixed Deposit receipt valid for six months from the date of submission of tender issued in favour of Department of Information Technology, payable at Chandigarh. Earnest money shall be appended with the tender in a separate sealed envelope superscribed with Environment Clearance for RGCTP Phase II and details of Earnest 1

2 Money i.e. Name of Bank and Number. Tender without Earnest Money shall not be considered and shall be rejected summarily. 5. Tender in one sealed envelope containing three separate envelopes; Envelope A- containing details of the similar projects undertaken earlier, Envelope B- containing earnest money, Envelope C- containing the financial bid will be received up to 3.00 P.M. on and opened by a committee in the office of Director of Information Technology on the same day at 3.30 P.M. 6. Detailed procedure for submitting the bid and opening of the bids can be seen in the bid document. 7. All disputes concerning in any way with this tender are subject to Chandigarh Jurisdiction only. 8. In case the date of issue/receipt of tender form is declared/happens to be public holiday, the tender will be issued/received on the next working day. 9. Conditional tenders are liable to be rejected. 10. Department of Information Technology reserves the right to reject any or all the tenders. Director Information Technology, Chandigarh 2

3 PART I GENERAL INFORMATION, PROCEDURE OF SUBMITTING AND OPENING OF BIDS. I GENERAL 1. Earnest Money for an amount of Rs.25,000/- is to be deposited in the shape of deposit at Call receipt of a scheduled bank or Demand Draft or Fixed Deposit receipt valid for six months from the date of submission of tender issued in favour of Department of Information Technology, payable at Chandigarh. Earnest money shall be appended with the tender in a separate sealed envelope superscribed with Environment Clearance of RGCTP Phase II and details of Earnest Money i.e. Name of Bank and Number. Tender without Earnest Money shall not be considered and shall be rejected summarily. The firms/consultants whose tender is accepted shall permit Department of Information Technology to retain the earnest money of Rs.25,000/- which shall be refunded only after two months of the receipt of the Environmental Clearance for all projects from the competent authority and earnest money of the unsuccessful tenderers shall be refunded after the allotment of the job. 2. In the event of a tender found ineligible, the earnest money forwarded with such tenders shall thereupon be returned to the firm/consultant making the same along with the bid. 3. Only those firms/consultants would be eligible for the tender who have carried out successfully similar job of Rapid Environmental Impact Assessment Study for seeking Environmental Clearance for at least one construction project of new Town ship or Industrial Town ship or Settlement colony. Details of such jobs shall be submitted as per the prescribed Performa with supporting document in a separate sealed envelope. 4. Certified copy of the Power of Attorney in the name of the representative of the firm/consultant who has signed the tender documents shall be submitted by the firm/consultant along with the tender document and placed in the Envelope- A. 5. Validity of tender shall be reckoned as 90 days from the date of submission of tender. 6. The Director, Information Technology or a duly appointed Committee will open the tender in the presence of any intending firms/consultants or their authorised agents, who may like to be present at the time. 3

4 7. The firm/consultant shall be required to sign the contract agreement within ten days of the intimation of the acceptance of tender to him. Failure on their part to do so may result in invalidation of the contract and forfeiture of earnest money. 8. All disputes concerning in any way with this tender are subject to Chandigarh Jurisdiction only. 9. Firm/Consultant should quote the rate in figures as well as in words. 10. Conditional tenders are liable to be rejected. 11. Department of Information Technology reserves the right to reject any or all the tenders. 12. The rates shall be inclusive of all revisions/proposals required till the finalization of the job to the entire satisfaction of the Director, Information Technology or his duly appointed representative. 13. The rate shall include all taxes, levies except service tax, if payable, shall be borne by DIT. 14. Any error or mistake in the nomenclature, unit can be corrected at any stage. II PROCEDURE FOR SUBMISSION. 1. The tender should be submitted in a sealed envelope superscribed as Environmental Clearance for RGCTP Phase II, Date of opening, Name of agency. This sealed envelope shall further contain three separate sealed envelopes marked Envelope -A, Envelope-B & Envelope-C. 2. Envelope-A superscribed as Details of the similar jobs completed earlier, Name of the agency shall contain details of the similar projects carried out by the firm/consultant. These details are to be furnished, as per Performa given at Part-II of bid documents along with the supporting documents prescribed therein. (Note: Only those agencies, which have carried out at least one similar job, shall be eligible for opening of the financial bid otherwise their financial bid and earnest money shall be returned). 3. Envelope B superscribed as Environmental Clearance for RGCTP Phase II, Date of opening, Name of agency, Earnest Money, Name of Bank, Amount, Number & Date shall contain the earnest 4

5 money of Rs.25,000/-. 4. Envelope C superscribed as Financial Bid, Tender for Rapid Environmental Impact Assessment study & seeking Environmental Clearance for RGCTP Phase II & Name of agency shall contain Financial Bid (Part-III of the bid document page 1 to 7 duly completed & signed). III PROCEDURE FOR OPENING OF BID DOCUMENT. Envelope A containing the details of similar jobs carried out by the firms/consultants shall be opened first to assess the eligibility. Envelope B containing the earnest money shall be opened and the details of the earnest money shall be examined. The applicant whose earnest money is found in order shall only be considered for opening of the financial bid. Tenders without earnest money shall be rejected summarily. Envelope C containing the financial bid of those agencies that are found eligible shall be opened on the same day. If the information furnished by the agency is not found sufficient to finalise/determine their eligibility, then a suitable date shall be decided for opening of the financial bids and agencies will be informed accordingly. These envelopes shall be opened on the scheduled date in the presence of the firms or their authorised representatives. 5

6 PART-II DETAILS OF SIMILAR JOBS COMPLETED. Similar jobs means job of Rapid Environmental Impact Assessment Study for seeking Environmental Clearance for at least one construction project of new Town ship or Industrial Town ship or Settlement colony Sr. No. Name of project with details Name of organisation Date of commencement Date of completion Date of issue of Environmental Clearance by MoEF Note: Please enclose i) Copy of the award letter. ii) Certificate from the agency for satisfactory completion of work. iii) Certified copy of the Power of Attorney in the name of the representative of the firm/consultant who has signed the tender documents. iv) Any other supporting documents It may be noted that if sufficient documentary proof of completion of at least one job of Environmental Clearance is not supplied, the firm/consultant is likely to be declared ineligible. 6

7 PART-III DEPARTMENT OF INFORMATION TECHNOLOGY Name of firm/consultant Name of work Rapid Environmental Impact Assessment Study and seeking Environmental Clearance from MoEF (GOI) for RGCTP Phase II in Chandigarh. a) General description MEMORANDUM Preparation of Rapid Environmental Impact Assessment Study report, submission to Chandigarh Pollution Control Committee, Chandigarh and submission of application to MoEF (GOI) for obtaining Environmental Clearance as per detail mentioned in detailed scope of job. b) Earnest Money Rs.25,000/- c) Time allowed 6 Months with interim mile stone i) 100 days for submission of application to Chandigarh Pollution Control Committee. ii) 150 days for submission of application to MoEF for grant of Environmental Clearance. I/we read and examined the notice inviting tender, conditions of contract, scope of job and other details appended in the document and I/we undertake to take up the job on lump-sum contract within the specified time and adhere to all the conditions. I/we will charge a total sum of Rs. (in figures) Rs. (in words) for the projects as stated in the memorandum and detailed scope of job. This amount is inclusive of all taxes and levies except the service tax, which if applicable, shall be borne by the Department of Information Technology Signature of Firm/Consultant Firm/Consultant Witness. Director, IT 7

8 The sum of Rs.25,000/-is herewith forwarded in Call Deposit Receipt/Demand Draft/ Fixed Deposit Receipt bearing No dt drawn on payable at Chandigarh as Earnest Money, the full value of which is to be absolutely forfeited to the Director, Department of Information Technology or its successors in office, without prejudice, to any other rights or remedies of the said Director, Department of Information Technology or its successor in office, should I/we fail to commence the job specified in the above memorandum, the said sum of Rs.25,000/-shall be retained by Department of Information Technology. I/We hereby declare that I/We shall treat the tender documents and other records connected with this job as secret/confidential documents and shall not communicate information or derive there from to any person to whom I/We may authorise to communicate the same or use the information in any manner prejudicial to the safety of the DIT. Dated the day of 2006 Witness Signature of Firm/Consultant Address The above tender is hereby accepted by me on behalf of Director, Department of Information Technology. Dated the day of 2006 Addl Director, IT/S&T Chandigarh Firm/Consultant Witness. 8

9 PART-III-2 GENERAL CONDITIONS OF CONTRACT 1. Earnest Money for an amount of Rs.25,000/- is to be deposited in the shape of deposit at Call receipt of a scheduled bank or Demand Draft or Fixed Deposit receipt valid for six months from the date of submission of tender issued in favour of Department of Information Technology, payable at Chandigarh. Earnest money shall be appended with the tender in a separate sealed envelope superscribed with Environment Clearance of RGCTP Phase II and details of Earnest Money i.e. Name of Bank and Number. Tender without Earnest Money shall not be considered and shall be rejected summarily. The firms/consultants whose tender is accepted shall permit Department of Information Technology to retain the earnest money of Rs.25,000/- which shall be refunded only after two months of the receipt of the Environmental Clearance for all projects from the competent authority and earnest money of the unsuccessful tenderers shall be refunded after the allotment of the job. 2. The rate shall include all taxes, levies except service tax, if payable, shall be borne by DIT. 3. The rates shall be inclusive of all revisions/proposals required till the finalization of the job to the entire satisfaction of the Director, Information Technology or his duly appointed representative. 4. Any error or mistake in the nomenclature, unit can be corrected at any stage. 5. The firms/consultants shall be required to sign the contract agreement within ten days of the intimation of the acceptance of tender to him. Failure on their part to do so may result in invalidation of the contract and forfeiture of earnest money. 6. The time allowed for carrying out the job as entered in the tender shall be strictly observed by the firm/consultant and shall be reckoned from the date on which the order to commence the job is given to the firm/consultant. The job shall through out the stipulated period of the contract shall be proceeded with all due diligence and the firm/consultant shall pay as compensation an amount equal to Rs.18,000/- per month of delay to be computed on per day basis subject to a maximum of Rs.25,000/-, the work remains uncommenced or unfinished after the proper date or specified mile stones. In case the firm/consultant is not in a position to expedite the job, the delay beyond 9

10 45 days shall not be acceptable and the amount of the security shall be forfeited and the contract shall be deemed to be terminated 7. If the firm/consultant shall desire an extension of the time for completion of the job on the grounds of his having been unavoidably hindered in its execution or on any other ground, he shall apply in writing to the DIT, on account of which the firm/consultant desire such extension as aforesaid but before the expiry of the time limit/interim mile stone and the DIT or his authorised representative(s) shall, if in his opinion ( which shall be final ) reasonable grounds be shown therefore authorise such extension of time, if any as may, in his opinion be necessary or proper. 8.. Firm/consultant shall depute only competent, qualified and sufficiently experienced personnel to perform the work correctly and efficiently. 9. The scope of work can be increased or decreased according to the requirements. 10. Firm/consultant will provide required copies of properly bound documents and reports as required under Environment Act for submission to CPCC and MoEF for obtaining Environmental Clearance including extra copies required to be sent to the members. The agency will also provide all reports in soft copy. 11. Two final copies of the reports shall be submitted to DIT for record. 12. The firm/consultant shall depute its representative for arranging presentation during the public hearing, in the office of Chandigarh Pollution Control Committee & Paryavaran Bhawan, New Delhi etc. for obtaining the Environmental Clearance. Nothing extra on this account shall be paid to the firm/consultant. 13. The report should be complete in all respect, the firm/consultant shall attend to the observations raised by Chandigarh Pollution Control Committee and MoEF within 10 days and will be responsible for obtaining the environmental clearance of the project. 14. All the documents created out of the assignment will become the sole property of the Board. 15. If any question difference or objection whatsoever shall raise in any way connected with or arising out of this instrument or the meaning or 10

11 operation of any part thereof or the rights, duties or liabilities of either party, then save insofar as the decision of any such matter is hereinbefore provided for an has been so decided every such matter including whether its decision has been otherwise provided for and/or whether it has been finally decided accordingly or whether the contract should be terminated or has been rightly terminated and as regards the rights and obligations of the parties as the result of such termination shall be referred for arbitration to the Secretary, Department of Information Technology or acting as such at the time of reference within 180 days viz, six months from the date of making final payment to the contractor or when the contractor is not willing to receive the payment from the date a registered notice is sent to him that his final bill is ready for payment and his decision shall be final and binding and where the matter involves a claim for or the payment or recovery or deduction of money, only the amount if any awarded in such arbitration shall be recoverable in respect of the matter so referred. If the matter is not referred to arbitration within the specified period, all the rights and claims under the contract shall be deemed to have been forfeited and absolutely barred. 15. All disputes concerning in any way with this tender are subject to Chandigarh Jurisdiction only. 16. Deduction on account of Income tax shall be made at the rate prescribed by law from time to time from the gross payments due to the agency in accordance with Section 194-J of the Income Tax Act 1961 in force. Note: All reports and copies required as mentioned above shall be coloured and properly bound. 11

12 PART III-3 SCOPE, TIME FRAME AND PAYMENT SCHEDULE FOR REIA STUDY REPORT AND SEEKING ENVIRONMENTAL CLEARANCE FROM MoEF FOR RGCTP PHASE II PROJECTS IN CHANDIGARH. (A) SCOPE S.No 1 Rapid Environment Impact Assessment study, preparation of Executive Summary, REIA Study Report for submission to Chandigarh Pollution Control Committee and to MoEF (GOI) and assisting in arranging Environmental Clearance. Quantity RGCTP Phase II located in Chandigarh. i) Reconnaissance survey and finalization of detailed methodology and Selection of sampling locations. ii) iii) iv) Field sampling at various locations as required under MoEF (GOI) guidelines and collection of Data from various locations. Analysis of Data to prepare report. The job also includes all the studies i.e. Climatology and metrology, Ambient Air quality, Noise level, water quality, Hydrology and soil characteristics etc. complete as required for preparation of report. Preparation of complete draft report, getting it approved from DIT and then final report preparation. Preparation of complete application and assisting DIT in filing of application to Chandigarh Pollution Control Committee, Chandigarh and to MoEF (GOI). v) Attending to observations raised by Chandigarh Pollution Control Committee & Expert Appraisal Committee of MoEF (GOI), New Delhi. vi) Preparing and making presentation at Paryavaran Bhawan, New Delhi after liasoning with MoEF and attending/incorporating of observations in the presentation reports. vii) Liasoning with Chandigarh Pollution Control Committee and MoEF (GOI) for early Environmental Clearance of Projects. 12

13 (B) TIME FRAME 6 Months with interim mile stone i ii 100 days for submission of application to Chandigarh Pollution Control Committee 150 days for submission of application to MoEF for grant of Environmental Clearance. (C)PAYMENT SCHEDULE Stage I II III Item Receipt of Clearance from Chandigarh Pollution Control Committee. Submission of Application along with report to MoEF (GOI). Receipt of Environmental Clearance from MoEF. 35% of quoted amount. 25% of quoted amount 40% of quoted amount Note: The payment shall be released on the submission of bill by the firm/ Consultant giving details of activities completed at the relevant stage. 13