GOVERNMENT OF HIMACHAL PRADESH DIRECTORATE OF TRANSPORT SHIMLA

Transcription

1 GOVERNMENT OF HIMACHAL PRADESH DIRECTORATE OF TRANSPORT SHIMLA BID DOCUMENT FOR MANUFACTURING & AFFIXING OF HIGH SECURITY REGISTRATION PLATES ON MOTOR VEHICLES (Part 1) Cost of bid document - Rs. 25,000/- (Rupees twenty five thousand only)

2 GOVERNMENT OF HIMACHAL PRADESH TRANSPORT DEPARTMENT BID FOR HIGH SECURITY REGISTRATION PLATES PREAMBLE The introduction of High Security Registration Plates results from the direct intervention of the Government of India by introducing amendments / modification of Rules framed under the Central Motor Vehicles Act. While this modification offers a business opportunity for intending operators in this business, it also enjoins upon them the necessity to create capability to provide a fail-safe and sustainable delivery capacity. The selected operator will not just be marketing, servicing and providing another new product but will engage in assisting the State in fulfilment of its statutory obligation to grant High Security Registration Plates to the owners of motor vehicles in pursuance of the legal enactments. This can be achieved by fixing stringent eligibility criteria. The eligibility criteria thus, has to be commensurate not only with the scale of operations and size of network to be created by the operator but also with the statutory requirement of the State's continued delivery of its obligations to it s citizens without any interruptions. The responsibility to ensure this continuity rests with the State Administration. Only those intending operators, who display the capacity and capability to carry out business of such intricate nature and on such large scales, are invited to participate in the bidding process. Besides the capacity and capability, the operator needs to display maturity, sagacity and understanding of business to be carried out in fulfilment of service obligation on behalf of the State or as an agent of the State. Understanding of the concept of State granted concessions and regulatory compliances is therefore essential. Government of Himachal Pradesh, Tender for HSRP Page 2 of 66

3 GOVERNMENT OF HIMACHAL PRADESH TRANSPORT DEPARTMENT BID FOR HIGH SECURITY REGISTRATION PLATES INVITATION FOR BIDS (IFB) INTERNATIONAL COMPETITIVE BIDDING DATE : BID No. : 1. The State Government of Himachal Pradesh has decided to implement the revised Rule 50 of the Central Motor Vehicles Rules, 1989 as notified by the Government of India, Ministry of Road Transport & Highways vide Gazette Notification No. 221 (E) dated and SO No. 814 (E) dated , SO No (E) dated , GSR No. 589 (E) dated and SO No. 883 (E), dated including any further Standing Orders issued in this behalf, to introduce High Security Registration Plate system in India for all types of Vehicles in the States and Union Territories. The appointment of the manufacturer shall be for the entire State of Himachal Pradesh. 2. Directorate of Transport, Parivahan Bhawan, Shimla , Himachal Pradesh, invites applications from holders of type approval certificate for manufacture of High Security Registration Plates (HSRP) in accordance with the Invitation for Bidding (IFB) Document for implementation of the project involving manufacture, distribution and fixation of High Security Registration Plates (HSRP) in the State of Himachal Pradesh. 3. Applicants should hold a valid type approval certificate from any test agency accredited for this purpose by the Ministry of Road Transport & Highways (MORTH). The Successful Applicant/ Bidder at the end of the bidding process may be awarded a Contract by the Government of Himachal Pradesh to implement the Project on a Build, Own and Operate (BOO) basis. The Contractor/ Concessionaire (i.e. the Successful Applicant/ Bidder to whom the Contract is awarded) shall be responsible for procuring technology, designing, developing, producing, embossing, distributing, selling and affixing the HSRP in the State of Himachal Pradesh as per the terms of the concession agreement to be signed between the Successful Bidder and the Government of Himachal Pradesh. 4. The Contractor/ Concessionaire shall make arrangements to affix the license plates on all newly registered and existing vehicles, within the premises of all existing and future Regional Transport Offices/Registering Authorities across the State. The Contractor/ Concessionaire shall be entitled to collect charges from the buyers during the Concession Period to compensate the Contractor/ Concessionaire for the capital cost and the operating expenses of the Project and returns thereon. Government of Himachal Pradesh, Tender for HSRP Page 3 of 66

4 The IFB Document may be downloaded from the following website 5. The Bid Document will be available from to both days inclusive between A.M. to 3.00P.M. at the address mentioned below, upon a written request on the letterhead of the intending Bidder accompanied with a demand draft (nonrefundable and non-adjustable) for an amount of Rs. 25,000/- (Rupees Twenty Five Thousand Only) favouring Director of Transport, Government of Himachal Pradesh payable at Shimla towards cost of the Bid Document. Address : Director of Transport Parivahan Bhawan Shimla , Himachal Pradesh. The aforesaid written request must include the following contact details: i. Name and designation of the contact person ii. Address of the contact person for communication iii. Telephone Number iv. Facsimile Number v. address Care should be taken while providing the contact details as all future correspondence(s) will be sent as per those contact details. 6. The cost of the Bid Document which is non-refundable and non-adjustable has been fixed at Rs. 25,000/- (Rupees Twenty Five Thousand Only) in the form of a demand draft on any Scheduled Bank other than a Co-operative Bank payable at Shimla in favour of the Director of Transport, Government of Himachal Pradesh. The Government of Himachal Pradesh will not be responsible for any delay, loss or non-receipt of request for IFB Document sent by post/ courier. 7.. Bids must be delivered in a sealed cover superscribed as BID FOR HIGH SECURITY REGISTRATION PLATES at the address given below on or before 1500 hours on and will be opened as per schedule indicated in the Instructions to the Bidders in the IFB Document. If the office at the address given below happens to be closed on the last day of receipt of bids as specified, the bids will be received on the next working day. Address : The Director of Transport Parivahan Bhawan Shimla , Himachal Pradesh. Government of Himachal Pradesh, Tender for HSRP Page 4 of 66

5 8. A pre-bid meeting will be held on at 11:00AM in the office of Director Transport,Parivahan Bhawan,Shimla to clarify the issues and to answer questions on any matter that may be raised at that stage by the Bidders. 9. The Government of Himachal Pradesh however reserves its right to modify the IFB document, if required including its right to cancel the tender without assigning any reason whatsoever. Dated: Director Transport Himachal Pradesh Government of Himachal Pradesh, Tender for HSRP Page 5 of 66

6 SCHEDULE FOR INVITATION TO TENDER A Name of the client The State Government of Himachal Pradesh through Director of Transport, Shimla B C D E F Address from where Tender Document can be obtained Addressee and Address at which tender to be submitted Time and Date for submission of Tender Place, Time & Date of Opening of Technical Qualification Bid (Envelope No. 1) Place, Time & Date of Opening of Financial Bid (Envelope No. 2) Directorate of Transport Parivahan Bhawan Shimla , Himachal Pradesh Director of Transport Parivahan Bhawan Shimla , Himachal Pradesh. From 1000 hrs to 1500 hrs between to during office working days Office of the Transport Commissioner,Government of Himachal Pradesh At 1600 hrs On Shall be intimated later G Date till which the Bid is Valid 120 days from the date of opening of the Bid. Delivery schedules should clearly be indicated including project start time and completion time. H Place, Time & Date of Pre-bid meeting. Office of the Director of Transport, Government of Himachal Pradesh, at 1100 hrs On IMPORTANT NOTES 1. Directorate of Transport, Government of Himachal Pradesh shall not be responsible for any postal delay about non-receipt/ non-delivery or late receipt of tender documents. 2. Incomplete documents shall be summarily rejected. 3. Bids must be delivered at the Office of the Director of Transport, Government of Himachal Pradesh on or before before 1500 hrs. and will be opened as per the schedule indicated in the Instructions to the Bidders in the Bidding Documents. If the Director of Transport's office happens to be closed on the day of receipt of bids as specified, the bids will be received and opened on the next working day on opening of the office at the same time and venue. Government of Himachal Pradesh, Tender for HSRP Page 6 of 66

7 BID DOCUMENT INDEX Sr. NO. SECTION NOS. CONTENTS PAGE NOS. 1 SECTION - I INSTRUCTIONS TO THE BIDDER SECTION - II PREPARATION OF BIDS SECTION III SCOPE OF WORKS SECTION IV TERMS AND CONDITIONS SECTION V SIZE & TECHNICAL SPECIFICATIONS OF THE HIGH SECURITY REGISTRATION PLATES 39 6 SECTION VI FINANCIAL BID FORMS SECTION VII ANNEXURE I XXI Government of Himachal Pradesh, Tender for HSRP Page 7 of 66

8 Annexure- I Annexure- II Annexure- III Annexure- IV Annexure- V Annexure- VI Annexure- VII Annexure- VIII SECTION VII ANNEXURES Report from Embossing Stations to Registering Authority Report from approved bidder to Transport Department Letter of Application General Information Structure and Organisation Details of share participation in the Bidder Company Personal Capabilities List of Key Personnel required to be deployed on the contract Annexure- IX Annexure- X Annexure- XI Annexure- XII Annexure- XIII Annexure- XIV Annexure- XV Annexure- XVI Annexure- XVII Annexure- XVIII Experience record in the same field General Experience Record (Deleted) Affidavit Undertaking Current Contract commitments/works in progress in India List of Registering Authorities with addresses & Statistics of registration of vehicles (category wise) Ministry of Road Transport & Highways Notification dated the 28 th March, 2001 Ministry of Road Transport & Highways Notification dated the 22 nd August, 2001 Ministry of Road Transport & Highways Notifications, dated the 24 th Sept.2001, 9 th May, 2002, dated the 21 st January, 2003 dated the 22 nd December 2003, dated 23 rd December 2004,and dated the 13 th January 2005 Ministry of Road Transport & Highways Notification dated the 16 th of October, 2001 Annexure- XIX Ministry of Road Transport & Highways Notification dated the 16 th of September, 2005 & dated 12 th June, 2006 Annexure XX Indicative Format Of Joint Bidding Agreement Annexure - XXI Format of Bank Guarantee Government of Himachal Pradesh, Tender for HSRP Page 8 of 66

9 SECTION - I INSTRUCTIONS TO BIDDERS (ITB) 1.1 DEFINITIONS In this document unless the context specifies otherwise, the following words and phrases shall mean and include: 1. Act Act shall mean The Motor Vehicles Act, 1988 as amended up to date. 2. Agreement means the document signed by the Authority and the Successful Bidder, that incorporates any final corrections or modifications to the Bid and is the Legal document binding both the parties to all the terms and conditions of the Contract. 3. Arbitrator means the person or party agreed to by both the Authority and the Successful Bidder to arbitrate in case of any dispute(s) and shall act within the provisions of the Arbitration & Conciliation Act, Authority shall mean and include an officer of the Transport Department as designated by the State Government of Himachal Pradesh as the case may be or any other agency of the said Government so notified for this purpose. 5. Bid means the complete bidding document submitted by the Bidder to the Authority or the Department and shall include any corrections, addenda and modifications made therein. 6. Bidder shall mean an individual Indian Citizen/Indian Sole Proprietorship, Limited Company, Partnership Firm, Joint Venture or Consortium. participating in the bidding process and shall include the successful bidder during the entire term of the Contract. The total number of partners or members or shareholders in the bidding Partnership Firm or Joint Venture or Consortium shall not exceed three. In the event the Bidder is an individual Indian Citizen / Indian Sole Proprietorship or Partnership Firm or Joint Venture or a Consortium having individuals or corporate bodies as its partners or members, then such Bidder must essentially incorporate a Special Purpose Company (SPC) registered under the Companies Act, 1956 in India for executing the Contract and implementation of the Project. One of the shareholders of the SPC should either be an individual Indian citizen or an Indian corporate body having not less than 51% shareholding in the SPC having valid type approval certificate. 7. Contract shall mean the Concession Agreement together with all its schedules, to be executed between the Government of Himachal Pradesh and the Successful Bidder. 8. Department shall mean Directorate of Transport, Transport Department of the State of Himachal Pradesh, or any other department or agency notified by the Government of Himachal Pradesh as the case may be for this purpose. 9. Embossing Station means any such decentralized unit nominated by the successful Bidder for Embossing of the Characters and other designated word attached / assigned specifically to a particular one or more Registering Authority. Government of Himachal Pradesh, Tender for HSRP Page 9 of 66

10 10. Financial Capability means financial worthiness of Bidder as per the terms of the Bid. 11. Government shall mean both the Government of India and the State Government of Himachal Pradesh, as the case may be. 12. High Security Registration Plates shall mean the plate displaying the registration mark as specified under Rule 50 of the Central Motor Vehicles Rules, 1989 as amended up to date. 13. Invitation of Bid means the advertisement published in accordance with the legal requirements or notification by other means to prospective Bidders of the forthcoming opportunity to Bid for the Contract. 14. Letter of Acceptance means the formal acceptance of the tender by the Authority/ Department. 15. Notification shall mean and include all orders, directives and intimations issued by the Government in Official Gazette. 16. Payment shall mean the amount payable by the Vehicle Owner to the successful Bidder as per the Contract. 17. Period shall mean entire term of the contract/ concession. 18. Prime Manufacturer shall mean the successful bidder engaged in carrying out the manufacturing activity of the High Security Registration Plates. 19. Registering Authority shall mean and include the authorities as defined in section 2 (37) of the said Act. 20. Registration Premises shall mean the place where the work of registration takes place and includes office premises of the Registering Authority and any other premises declared by Registering Authority as registration premises for purpose of fitment of High Security Registration Plates. 21. Royalty shall mean a periodic payment made by the successful Bidder to the Government in pursuance to the Bid. 22. Registration Mark shall mean the mark as defined in Rule 50 of the Rules. 23. Rules shall mean the Central Motor Vehicles Rules, 1989, as amended from time to time. 24. Performance Security means the Performance Security by way of an irrevocable and unconditional Bank Guarantee to be provided by the Successful Bidder to the Authority or the Department for due performance of the contract, as per the format set out in Annexure XXI. 25. Security Features in relation to High Security Registration Plates means the security features for HSRP, as defined by Government in G.S.R.No.221 (E), dated ,S.O.No. 814 (E) dated , S.O.No.1041 (E) and all other orders and resolutions issued by the Government from time in that behalf. 26. Type Approval Certificate shall mean the approval certificate accorded to the Bidder by the testing agencies as specified by S.O.No.814 (E), dated issued by the Government and revised from time to time. 27. Test Agencies means such institute/ agencies designated by S.O.No. 814 (E),dated , issued by the Government as revised from time to time to grant type approval and certificate of Conformity Of Production (COP). Government of Himachal Pradesh, Tender for HSRP Page 10 of 66

11 1.2 OBJECTIVE OF THE SCHEME Objective of this scheme is to ensure uniformity in size, colour and specification of the High Security Registration Plates all over India, to all types of Vehicles being Registered / already registered as per the guidelines issued by The Ministry of Road Transport & Highways, New Delhi vide Gazette Notification dated 28 th March However, it will be mandatory for the existing registered vehicle owners, to replace the existing number plates with the new High Security Registration Plates within such time as may be specified by the Government High Security Registration Plates and the 3 rd Registration Plate shall be issued and fixed in the manner prescribed in Govt. of India notification on vehicles at the premises of the Registering Authority Objective of this bidding process: Objective of the bidding process is to ensure that such manufacturer selected by the Government (i.e. the Successful Bidder), complies with the overall objective of the notification of the Ministry of Road Transport & Highways, Govt. of India, GSR No. 221 (E) dated 28 th March 2001, S.O.No.814 (E) dated 22 nd August, 2001, S.O.No.1041 (E) dated 16 th October 2001, GSR No. 589 (E) dated and S.O.No.883 (E),dated , has the capability and the capacity to invest and build necessary infrastructure, so that the scheme becomes operational from the targeted date. Since High Security Registration Plates have been introduced by the Ministry of Road Transport & Highways, as a highly sensitive product for prevention of crime and involves high end security features to prevent counterfeiting and duplication of High Security Registration Plates, it is intended to select a manufacturer who has the necessary experience, expertise and exposure to such complex works so that the objective of the scheme is not diluted or vitiated, in view of the strictest adherence of the High Security features and hold the Successful Bidder accountable for the same. 1.3 SCOPE OF BID Director of Transport, on behalf of the Government of Himachal Pradesh invites Bids for selecting a bidder to create infrastructure and supply High Security Registration Plates to Vehicle Owners in the entire State of Himachal Pradesh in conformity with the specifications laid down in Rule 50 of the Central Motor Vehicles Rules, 1989 as amended up to date and orders issued by the Ministry of Road Transport & Highways, Government of India vide SO. No. 814 (E) notified vide Gazette of India dated and SO. No.1041 dated , GSR No. 589 (E) dated and SO No. 883 (E), dated hereinafter referred as said notification The scope of the work includes establishing and creating complete infrastructure, manufacture and providing/ fixing of High Security Registration Plates to all the vehicles in the entire State in conformity with technical parameters contemplated in the said notification. The work shall be carried out in accordance with the specification detailed in the bid documents including interalia Section V titled as Size and Technical Specifications of the High Security Registration Plates. The details of vehicles already registered and likely to be registered in the ensuing years can be obtained from the Office of the Director of Transport, at Directorate of Transport, Parivahan Bhawan, Himachal Pradesh, Shimla However the Government does not bind itself in any way for increase or decrease in the vehicle population in the subsequent years. Government of Himachal Pradesh, Tender for HSRP Page 11 of 66

12 1.3.3 The Successful Bidder shall be under an obligation to set up, install, establish and operate complete infrastructure in all respects as per clause PROJECT IMPLEMENTATION The Bidder implementing the project will assemble, establish, procure technology, design, develop, produce, distribute, emboss and affix the High Security Registration Plates and accordingly finance, maintain and operate the infrastructure, formalities, services and establishment so created at his own risk. Establishing of Embossing Stations, Site implementation and Networking within the State, with centralized Blank number plates manufacturing unit and all other agencies within the territory of India will have to be accomplished by the bidder itself at its own cost. Every bidder must have appropriate technology required for the implementation of the High Security Registration Plates Scheme before participating in the bidding process. 1.5 ELIGIBLE BIDDERS This invitation for bid is open to all the bidders who fulfil the following criteria on cumulative basis: Bidder shall mean an individual Indian Citizen/Indian Sole Proprietorship, Limited Company, Partnership Firm, Joint Venture or Consortium. participating in the bidding process and shall include the successful bidder during the entire term of the Contract. The total number of partners or members or shareholders in the bidding Partnership Firm or Joint Venture or Consortium shall not exceed three. In the event the Bidder is an individual Indian Citizen/ Indian Sole Proprietorship or Partnership Firm or Joint Venture or a Consortium having individuals or corporate bodies as its partners or members, then such Bidder must essentially incorporate a Special Purpose Company (SPC) registered under the Companies Act, 1956 in India for executing the Contract and implementation of the Project. One of the shareholders of the SPC should either be an individual Indian citizen or an Indian corporate body having not less than 51% shareholding in the SPC having valid type approval certificate. The membership structure of the Bidder shall not be changed by the Bidder without the prior written approval of the Department. The financial credentials shall not be considered for technical qualification, if the shareholding of any member/partner is less than 20% The Bidder should have its own manufacturing unit of High Security Registration Plates in India with minimum capacity of supplying at least three lakh number plates in one year. The successful Bidder will preferably have an office in Himachal Pradesh The Bidder or any of its Indian share holders together must have a minimum net worth of INR 5 crores (Rupees five crores only) as on 31 st March, The Bidder or any of its Indian share holders together must have a minimum bank solvency of INR 5 crores (Rupees five crores only) Deleted. Government of Himachal Pradesh, Tender for HSRP Page 12 of 66

13 Deleted The Bidder must have valid Type Approval Certificate (TAC) from the test agencies for the High Security Registration Plates as per the Gazette notification referred to above. The TAC should be in the name of the Bidder or lead member of the SPC Deleted. (the provision was deleted in accordance with the decision taken in the meeting of High Powered Committee held on 13/06/2011) The Bidder must provide qualification field performance warranty for the High Security Registration Plates from the manufacturer of reflective sheet for a period of 5 years A person shall not be considered for qualification for the bid if he has been : a) convicted of a cognizable offence by any court of law with imprisonment for a term exceeding one year; or b) imposed a penalty of rupees one crore or more for violation of the provisions of the Foreign Exchange Regulation Act, 1973 (46 of 1973) (since repealed) or the Foreign Exchange Management Act, 1999 (42 of 1999); or c) detained under the National Security Act, 1980 (65 of 1980) or the Narcotic Drugs and Psychotropic Substances Act, 1985 (61 of 1985); or d) adjudged guilty by the Stock Exchange Board of India or any other such Financial Regulatory Boards or Tribunals or Agencies; or e) found to be associated in any manner with an organized crime syndicate or its associate or with any Association declared unlawful under the Unlawful Activities (Prevention) Act, 1967 (37 of 1967) or any other law for the time being in force; or f) found to be connected with activities prejudicial to the National Security The bidder will have to submit a notarized affidavit with regard to above The tender is liable for cancellation, if information provided is found to be false at any stage. 1.6 SIGNING OF THE BID The bid shall be signed by a duly authorized person holding power of attorney / board resolution for signing the bid document. The power of attorney / board resolution to be enclosed in original. Government of Himachal Pradesh, Tender for HSRP Page 13 of 66

14 1.7 COST OF BIDDING The Bidder shall bear all cost(s) associated with the preparation and submission of his bid and the Government will in no case be responsible or liable for such cost, regardless of the contract or outcome of the bidding process Cost of bid document once paid shall not be refunded in any case. Government of Himachal Pradesh, Tender for HSRP Page 14 of 66

15 SECTION II PREPARATION OF BIDS 2.1 LANGUAGE OF BID AND EVALUATION PROCESS The bid and all correspondence and documents relating to the bid exchanged between the bidder and the Government shall be written in English language only The bids will be evaluated in a three stage process i.e. the qualification, technical and financial evaluation. Each bidder will have to qualify each stage according to tender conditions to be eligible for evaluation in the next stage. 2.2 MANNER OF SUBMISSION OF DOCUMENTS The offer shall contain the following documents and be submitted in two separate envelopes numbered and marked on the cover in the manner detailed below. Both the sealed envelopes should be sealed in a separate big envelope which shall be marked BID FOR HIGH SECURITY REGISTRATION PLATES and addressed to Director of Transport, Government of Himachal Pradesh, Shimla , and must have bidder s complete name, address and contact number on the main cover envelope. Any deviation in the above will lead to disqualification of the bid. 2.3 ENVELOPE NO. 1: The first envelope clearly marked as Envelope No. 1 (TECHNICAL QUALIFICATION BID) shall contain the following: Letter of Application on the letterhead of the bidder as per Annexure III The EMD of Rs. 25 lakhs (Rupees twenty five lakhs only) in the form of Banker s Cheque / Bank Draft in the name of the Director of Transport, Government of Himachal Pradesh from any Nationalized/ Scheduled bank (except Cooperative Bank) payable at Shimla. Notes: i) Any Certificate, which purports to exempt the bidder from payment of EMD, will not be accepted. ii) Any bid not accompanied by an acceptable EMD in the manner stated above shall be summarily rejected by the Director of Transport as non responsive bid and the other unopened envelopes shall be returned, without entertaining any correspondence whatsoever Documentary evidence for the following: Constitution / Legal Status along with General Application at Annexure IV & V. Place of manufacturing facility and proof of ownership of the facility should also be enclosed Organizational chart of the Bidder/ Members/ Partners/ Shareholders giving details Government of Himachal Pradesh, Tender for HSRP Page 15 of 66

16 as regards to qualification and experience of their Directors, key management and technical personnel proposed for the execution of contract as per Annexure VI, VII & VIII The Bidder should also necessarily give the details of ON LINE management system and access method relating to the issuance of High Security Registration Plates. This should also include plan for inter-connectivity and networking Deleted The Bidder or any of its Indian shareholders together must have a minimum net worth of INR 5 crores (rupees five crores only) as on 31 st March, Certificate from the Chartered Accountant to be attached The Bidder or any of its Indian share holders together should have Bank Solvency certificate of INR 5 crores (rupees five crores only) of the Bidder / shareholders. Original Banker Solvency Certificate from a Nationalised / Scheduled Bank to be attached Deleted Deleted. (the provision was deleted in accordance with the decision taken in the meeting of High Powered Committee held on 13/06/2011) Deleted Authority to seek references from the Bidder s Banker Declaration on affidavit as per format at Annexure XI Undertaking regarding existence of Blank Number Plate Manufacturing Unit in the territory of India and other infrastructural facilities as mentioned in the bid document sufficient to cater to minimum requirement of three Lakh number plates per annum. Also, Qualification Field Performance Warranty from the manufacturer of the retro reflective sheeting for the proposed Registration Plates for a period of Five Years to be enclosed as per Annexure XII Bidder should provide information on their current commitments on all contracts that have been awarded, or for which a letter of intent or acceptance has been received, or for contracts approaching completion but for which an unqualified, full completion certificate is yet to be issued as per Annexure XIII. Government of Himachal Pradesh, Tender for HSRP Page 16 of 66

17 Profile of the Bidder and Memorandum and Articles of Association The bidder should enclose documents relating to the tie-up in form of Consent Letters for sourcing of the following: i) Reflective sheeting ii) Aluminium Plates iii) Hot stamping Foils iv) Holograms v) Laser Printing vi) Snap Locks vii) Embossing Stations The Bidder shall give complete break up of infrastructure and facilities to be created for covering the different Registering Authorities in the State as shown in Annexure XIV with the logistic plan and delivery mechanism and the number of embossing stations proposed in the State and details of equipments / facilities to be installed in each embossing station. The Bidder shall ascertain all relevant facts regarding the State at its own cost and expense Details of Bidder understanding of the concept of providing High Security Registration Plates. A detailed write up on the concept of scheme and method of its implementation in the State to be attached Type Approval Certificate in the name of the Bidder (enclose copy) Documentary evidence of understanding between the share holders to be enclosed Notarized copy of the Joint Venture/ Consortium/ Joint Bidding Agreement along the lines of the indicative format annexed as Annexure XX Each member of the Consortium/ JV shall submit a signed letter (on the company's Letter Head) with the Proposal, which states that the said member: (a) (b) (c) (d) has reviewed the entire Proposal. is in accord with each key element of the Proposal, including, but not limited to, its technical and price components, description of the member's responsibilities and commitments to the Project, and the designated person(s) who will represent the Consortium/ JV during the negotiation process. Any substantive exception or caveat should be addressed in the enclosed letter. has participated in only one Proposal for this Project. each of the Consortium/ JV members shall be jointly and severally liable to Department. All pertinent information that may affect the performance of the responsibilities of any Consortium member such as ongoing litigation, financial distress, or any other such matter must be disclosed The Bidder must provide minimum 32 samples of High Security Registration Plates including each size as per specification, covering the entire alphabets from A to Z and numerals from 0 to 9.Samples of snap locks and Third Licence Registration plate should also be given along with the bid documents and the samples should be kept in separate envelope sealed and marked (refer clause ). Government of Himachal Pradesh, Tender for HSRP Page 17 of 66

18 Complete sets of drawings of High Security Registration Plates of each size as per specification, covering the entire alphabets from A to Z and numerals from 0 to 9, along with the bid documents in separate envelope marked and sealed. Such drawing shall be countersigned by the test agency, which has given the type approval Work program for implementation of the scheme including scheduling and Bar Chart for the project along with an undertaking to strictly adhere to the schedule as submitted Income Tax returns of last three years (true copy thereof duly attested), along with PAN/GIR Number and Income tax scrutiny order if any during last three years Duplicate copy of the bid documents duly assigned, on each page in token of acceptance of terms and conditions. Government of Himachal Pradesh, Tender for HSRP Page 18 of 66

19 2.4 DISQUALIFICATION OF BID Barring the reasons of non-responsive Bid, the Bidder is subject to disqualification if the Bidder or any of its constituent partners have: a) Made misleading or false representation in the forms, statement and attachments submitted; or b) Been debarred by Transport Department as on the date of submission of bid. c) Disqualified under the S.O. No. 883 (E), dated d) If the bidder is found to have adopted corrupt or fraudulent practices and if any other State Contracts have been revoked due to suppression of facts & fraudulent practices in India. e) Even if the bidder has met the eligibility and qualification criteria, they are subject to be disqualified on the basis of record of their poor performance such as abandoning of works in other States, cancellation of Contract by other State, not properly completing the contract, inordinate delays in implementation, completion, litigation history or financial failures. In case of false representation in forms, statements or attachments submitted in the part of qualification requirements, the bid security will be forfeited, bid shall be rejected and the bidder shall not be entitled to participate in similar tenders of the State. 2.5 Upon intimation of the award, the Bidder shall commence fixing of HSRP within 10 days and operationalise the project in the entire state within 60 days from the date of intimation of the award. 2.6 ENVELOPE 2 : The second envelope clearly marked as ( FINANCIAL BIDS) N.B.: FINANCIAL BID SHOULD ONLY INDICATE PRICES The original Bid Document which should be signed on each page in token of acceptance of the terms and conditions The rates are to be offered in the Financial Bid given in the Bid documents without any assumption and without any condition, qualification or reservation or any variation both in respect of form and content. No Column or row should be added or excluded. The rates shall be inclusive of all taxes (except local taxes and VAT), levies, duties existing as on the date of submission of the bid. 2.7 BID PRICES The Bidder shall fill in rates and prices both in figures and words in the Financial Bid Form The Bidder shall quote rates in the Financial Bid Form for supplying and fixing complete set of High Security Registration Plates, with all security features including 3 rd Registration Plate (where required) and Snap Lock, for each category of vehicle. Item wise details of rates shall be given in Financial Bid Form-II for the purpose of Individual Registration Plate. The sum total of Financial Bid Form-II should not be more than the rate quoted in Form-I. Government of Himachal Pradesh, Tender for HSRP Page 19 of 66

20 2.7.3 The rates quoted by the Bidder shall be fixed and shall be charged from a vehicle owner for each category of vehicles and shall be inclusive of all duties and taxes except the local taxes, VAT etc., which may be charged extra, as applicable in the State. The price may be adjusted as mentioned in clause which would take into account the wholesale price index for aluminium No premium shall be allowed for replacement plates PRICE ADJUSTMENT The rates quoted by the bidder shall be firm for a period of three years from the date of commencement of the scheme as provided under clause 4.1. The rates shall be subject to revision after every three years by the Government as per the formula : Pr = Po + Po x Pi Wherein Pi = 1 Ci Co 2 Co Where, Po = prices of HSRP at the time of Co Pr = Revised price. Pi = Price adjustment factor. Ci = Wholesale price index for aluminium published by the Reserve Bank of India, immediately preceding the month of review of the prices. Co = Wholesale price index for aluminium published by the Reserve Bank of India, immediately preceding the date of last price fixation The price adjustment so arrived at shall be applicable only if the resulting increase or decrease is more than 2% of the schedule of rates recoverable by the bidder immediately preceding the month of revision of rates. The revised rates after the price adjustment so arrived at, shall be promptly notified by the Government to be effective from such date as may be specified in the said notification. 2.8 PAYMENT In consideration of the services rendered by the Bidder under the contract, the department shall authorize the Bidder to charge and recover an amount on the basis of rates accepted by the Department from vehicle owners for supplying High Security Registration Plates and as arrived at on the basis of stipulations in clause 2.7 above, by issue of notification from time to time The bidder will be liable to pay all the taxes, duties, levies and statutory charges as applicable under law as on date The Bidder shall issue a valid receipt to the vehicle owner for the amount received. Government of Himachal Pradesh, Tender for HSRP Page 20 of 66

21 2.9 BID VALIDITY Bid shall remain valid for a period not less than 120 days after the deadline for bid submission Bids, which are valid for a shorter period than that required by the Government, shall be treated as non-responsive and rejected In exceptional circumstances, prior to expiry of the original validity period, the Government may request the bidders to extend the period of validity for a specified additional period. The request and the bidder s responses shall be made in writing. Refusal of the bidder to extend the validity period will not entail forfeiture of his EMD, but the bid shall be treated as non-responsive. A bidder agreeing to the request shall not be required or permitted to modify his bid, but will be required to extend the validity of his offer along with his consent to keep the EMD also valid for the extended valid period as requested by the Government EARNEST MONEY DEPOSIT The Bidder shall furnish, as part of his bid, an EMD for the amount as mentioned in Invitation for Bids for this particular project and in the form as per sub clause Any bid not accompanied by an acceptable EMD as per clause shall be rejected by the Government as non-responsive The EMD of unsuccessful bidders will be released as promptly as possible but not before the successful bidder has furnished the Performance Security. No interest whatsoever is payable to the bidder by the Government on EMD The EMD of successful bidder will be released without interest when the bidder has furnished the required Performance Security and signed the Concession Agreement The EMD may be forfeited: a) If the bidder withdraws the bid after opening of the bid, while the bid is still valid. b) If the successful bidder fails within the specified time limit to: i. Furnish the required Performance Security, and ii. Sign the Agreement ALTERNATIVE PROPOSALS BY BIDDERS Bidder shall submit its offer that fully complies with the requirements of the bidding documents, including the draft concession agreement, basic technical design as indicated in the specification part. Conditional offers or alternative offers will not be considered in the process of bid evaluation. Government of Himachal Pradesh, Tender for HSRP Page 21 of 66

22 2.12 SIGNING OF THE BID The Bid submitted must be on the original pages of the Bid Document bearing seal and signature of the Director of Transport, Government of Himachal Pradesh. The original of the bid shall be printed, typed or written in indelible ink and shall be signed by a person or persons duly authorized to sign on behalf of the bidder. All pages of the bid and where entries or amendments have been made shall be initialled by the person or persons signing the bid. Photocopies duly attested are acceptable The bid shall ordinarily contain no alternations or additions, except those to comply with instructions issued by the Government, or as may be necessary to correct errors made by the bidder, in which case the person or persons signing the bid shall initial such corrections All witnesses and sureties shall be persons of status and probity and their full names, occupations and addresses shall be provided below their signatures. All signatures shall be dated SEALING AND MARKING OF THE BID The bidder shall prepare two separate envelopes duly sealed and shall be marked with the following information: a) Bid for the project of : HIGH SECURITY REGISTRATION PLATES b) Bid Due On : c) Envelope No. 1 (Technical Qualification) / Envelope No. 2 (Financial Bid) (as the case may be) d) Addressed to : e) Name of Bidder : Both the envelopes Envelope No. 1 & Envelope No. 2 shall be put together in one common cover and sealed. This sealed cover shall be marked on the Left Hand Top Corner BID FOR PROJECT OF HIGH SECURITY REGISTRATION PLATES. Full name and address of the bidder and the addressee with due date of opening shall also be written. a) Bid for the project of : HIGH SECURITY REGISTRATION PLATES b) Bid Due On : c) Main Envelope containing 2 envelopes i) Envelope No. 1 (Technical Qualification) ii) Envelope No. 2 (Financial Bid) d) Addressed to : e) Name of Bidder : Government of Himachal Pradesh, Tender for HSRP Page 22 of 66

23 If the outer cover is not sealed and marked as above, the Government/Transport Department shall assume no responsibility for the misplacement of its contents or any leakage of information or any other consequence resulting in any loss or determent to the bidder The samples of the plates shall be submitted separately in sealed cover. All the samples should be marked with indelible ink on the rear of the plates with the name of the bidder and the cover marked with following information: a) Bid for the project of : HIGH SECURITY REGISTRATION PLATES b) Bid Due On : c) Envelope containing SAMPLES d) Addressed to : e) Name of Bidder : 2.14 DEADLINE FOR SUBMISSION OF THE BIDS The bids must be submitted at Directorate of Transport, Shimla, not later than 1500 hrs. on the In the event of the specified date for the submission of bids being declared a holiday, for any reason, the bids will be received up to the appointed time on the next working day The Government reserves the rights to extend the deadline for submission of the bid LATE BIDS Bids received after the deadline shall not be considered & will be returned unopened to the bidder REVELATION OF PRICES Prices in any form or by any reason should not be revealed in Technical Bid or before opening of the Financial Bid, failing which the offer shall be liable to be rejected In the event price change is envisaged due to technical clarification, revised Financial Bid from all the qualified bidders in separate sealed cover will be accepted with the prior written permission of the department. Such sealed covers should be superscribed as Revised Financial Bid. Government of Himachal Pradesh, Tender for HSRP Page 23 of 66

24 2.17 MODIFICATION OF BIDS No bid will be allowed to be modified or replaced after the deadline for submission of the bids Withdrawal or modification of bid between the deadline for submission of bids and expiry of the original period of the bid validity or as extended shall result in the forfeiture of the EMD and shall disqualify the bidder for future bidding LOCAL CONDITIONS It will be imperative on each Bidder to fully acquaint himself with the local conditions and factors, which would have any effect on the performance of the contract and/ or the cost ADDRESS FOR THE CORRESPONDENCE The Bidder shall designate the official mailing address and place to which all correspondence shall be sent by the Department OPENING OF BIDS AND EVALUATION On the date specified in the Notice following procedure shall be adopted for the opening of the bids ENVELOPE NO. 1 (TECHNICAL QUALIFICATION BID) i. The bid will be opened on the last day of submission at 1600 hrs in the presence of the bidders who wish to be present at the time of opening, to verify its contents as per the requirement at the Office of the Director of Transport, Government of Himachal Pradesh, Shimla. ii. It is imperative for all the bidders to furnish all the documents and evidences as called for in the bid document for evaluation. If the various documents contained in this envelope do not meet the requirements, a note accordingly will be so recorded by the bid opening authority and the remaining envelopes shall not be opened and the bid shall be rejected. iii. The scrutiny/ evaluation of Envelope 1 containing the Technical Bid may take time. Directorate of Transport shall post qualify bidders on the basis of evaluation of the information contained in Envelope 1. A suitable date and time will be intimated for the opening of Financial Bid (Envelope 2) to all the technically qualifying bidders enabling them to be present at the time of opening of the Financial Bid. However, the department reserves the right to ask for the missing/ incomplete information. The Director of Transport, Government of Himachal Pradesh shall inform technically qualifying bidders on the basis of evaluation of the information Government of Himachal Pradesh, Tender for HSRP Page 24 of 66

25 contained in Envelope no ENVELOPE NO.2 (FINANCIAL BID) Envelope no. 2 of only those bidders who have been found to meet the technical evaluation criteria as set forth in this Bid Document shall be opened in the presence of the bidders or their representative who choose to attend at the time and the place which will be communicated to them in advance. The Financial Bid shall be read out to the bidders present at the time of opening PROCESS TO BE CONFIDENTIAL Information relating to the process of examination, clarification, evaluation and comparison of bids and recommendations for the award of contract shall not be disclosed to bidders or any other persons not officially concerned with such process. Any effort by a bidder to influence the Government s processing of bids or award decision may result in the rejection of his bid EXAMINATION OF BIDS AND DETERMINATION OF RESPONSIVENESS Prior to the detailed evaluation of bids, the Government will determine whether each bid: i. has been properly signed. ii. is accompanied by the required securities. iii. is substantially responsive to the requirements of the bidding document For the purpose of bid evaluation, a substantially responsive bid is one, which conforms to all the terms, conditions and specification of the bidding document without any deviation or reservation and is accompanied by the requisite documents mentioned therein. A deviation or reservation is one: i. Which affects in any substantial way the scope, quality or performance of the project. ii. Which limits in any substantial way or is inconsistent with the bidding document, the Government s rights or the bidder s obligations under the contract or iii. Whose rectification would affect unfairly the competitive position of other bidders presenting substantially responsive bids If a bid is not substantially responsive, it will be rejected by the Government and shall not subsequently be made responsive by correction or withdrawal of the nonconforming deviation or reservation CRITERIA FOR TECHNICAL QUALIFICATION OF BIDDERS The envelope containing Technical Bid will be opened on the date and time specified by the State Government in the presence of the bidders who wish to be present at the time of opening to verify its contents as per requirement. Government of Himachal Pradesh, Tender for HSRP Page 25 of 66

26 It is imperative for all the bidders to furnish all the documents and evidences as required in the bid document for technical evaluation. If the various documents contained in the envelopes do not meet the requirements, a note will be so recorded by the bid opening authority accordingly and the next Envelope shall not be considered for further action The Technical evaluation will be done on the basis of terms defined in clause 1.5 and clause After the Technical evaluation carried out on the basis of documentary evidence submitted by the bidder in envelope no. 1, the bidders who qualify the threshold limit of minimum technical qualification criteria/ documentation defined under clause 1.5 and clause 2.3 shall be eligible to participate in financial bidding and bids of only technically qualified bidders will be opened on the date and time specified by the Department CORRECTION OF ERRORS Bids determined to be substantially responsive will be checked for any arithmetic errors and where there is a discrepancy between the amount in figures and in words, the amount in words will govern The rates stated in the bid will be adjusted in accordance with the procedure as per Sub-clause for the correction of errors and shall be considered as binding upon the Bidder. If the bidder does not accept the corrected bid, the bid will be rejected, and the EMD shall be forfeited CURRENCY FOR BID EVALUATION The unit rates and the prices shall be quoted by the bidder in Indian Rupees Only Bid will be evaluated on the basis of all calculations in Indian Currency only EVALUATION AND COMPARISION OF BIDS The Committee appointed by the Government will evaluate and compare bids determined to be substantially responsive only In evaluation of the bids, the Committee will determine for each bid the Evaluated bid Price by adjusting the Bid price by making any correction for errors pursuant to Clause CRITERIA FOR AWARD OF CONTRACT Subject to Clause 2.28 the Government will award the contract to the technically qualifying bidder whose Financial Bid has been found to be the lowest After notifying the successful bidder, the successful bidder shall intimate the Department of his acceptance of the offer in writing. In case the lowest bidder does not accept the offer, the same shall be passed on to the next lowest bidder till the completion of the process. In no case the contract shall be split to more than one bidder. Government of Himachal Pradesh, Tender for HSRP Page 26 of 66