ONLINE TENDER FOR HIRING OF COURIER SERVICES FOR IN-BOUND AND OUT-BOUND LOGISTICS OF PARCELS, ENVELOPES ETC In GUJARAT & ACROSS INDIA

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1 GVK Emergency Management and Research Institute Gujarat-108 Emergency Management Centre, Naroda -Kathwada Road, Naroda, Ahmedabad ; Phone: ONLINE TENDER FOR HIRING OF COURIER SERVICES FOR IN-BOUND AND OUT-BOUND LOGISTICS OF PARCELS, ENVELOPES ETC In GUJARAT & ACROSS INDIA TENDER REFERENCE : GUJ/ET/COURIER/RC/1617 ONLINE SALE OF TENDER DOCUMENT : 18/11/2016 PRE BID MEETING : 24/11/2016 at 12:00 hours LAST DATE OF ONLINE SUBMITION : 08/12/2016 at 18:00 Hours LAST DATE & TIME FOR PHYSICALY RECEIPT OF EMD AND SUPPORTING DOCUMENT AT OUR OFFICE : 09/12/2016 up-to 14:00 hours TIME AND DATE FOR OPENING OF TENDER TECHNICAL BID : 09/12/2016 up-to 16:00 hours TIME AND DATE FOR OPENING OF TENDER COMMERCIAL BID : After evaluation of technical bid COST OF THE TENDER DOCUMENT : Rs. 5000/- (Non Refundable) EMD : 1, 50,000/- VALIDITY OF CONTRACT : One Year from date of award Online e-tenders are invited by GVK Emergency Management and Research Institute, a nodal agency for Govt. of Gujarat (Dept. of Health & Family Welfare) for hiring of courier services as per tender terms and conditions stated in tender document. The online tender documents can be downloaded from website emri.nprocure.com for online price bids. Page 1 of 13

2 Bidders who wish to participate in this tender will have to register on emri.nprocure.com. Further Bidders who wish to participate in online tender will have to procure Digital Certificate as per Information Technology Act 2000 using which they can digitally sign their electronic bids. Bidders can procure the same from (n) code solutions, a division of GNFC Ltd., who are licensed certifying authority by Govt. of India and they will assist them in procuring the same at below mentioned address. Bidders who already have a valid Digital Certificate need not procure a new Digital Certificate. Manager (Marketing), (n) code Solution-A division of GNFC Ltd. 301, GNFC Infotower, S.G.Road, Bodakdev, Ahmedabad (GUJARAT) Phone: , , Fax: Tender Guidelines 1. Definitions PO Purchase Order; GVK EMRI- GVK Emergency Management and Research Institute, Contract Terms informed in PO EMD Earnest Money Deposit DD Demand Draft BG Bank Guarantee BC Banker s Cheque Purchaser GVK EMRI, Gujarat Tenderer Bidders who have submitted Valid Tender Document Supplier Successful Bidder (s), to whom, the tender quantity is distributed to SBU Strategic Business Unit Bidder MANUFACTURER or Authorized Trading partner (such as Dealers / distributors / Stockiest / Wholesaler etc) R.C. Rate Contract 2. The entire document should be properly page numbered, signed and should have appropriate and relevant contents. 3. A pre-bid meeting can be conducted at the Conference hall of GVK EMRI, Naroda Kathwada Road, Ahmedabad Tender Fee, EMD and Supporting Documents can be physically submitted, signed by proper authority on each page of the Tender documents and the Annexure there in, to GVK EMRI Ahmedabad Office at Naroda Kathwada Road. 5. Only Online bids will be considered and no tender bids in other (Physical) form will be accepted. Page 2 of 13

3 INDEX Tender: GUJ/ET/COURIER/RC/1617 Eligibility Criteria The bidder may be a proprietary firm, partnership firm, Limited Company, Corporate body legally constituted, who possess the required licenses, registrations etc as per law valid at least for 12 months from the date of the opening of tender. 2. The Courier Service provider Agencies shall have an all India net work. 3. The Bidder shall have experience of providing Courier Services for last 03 years ending 31st March Financial Turnover during the last 3 years, ending 31st March 2015 should be at least Rs. 10 Lac per year. Documentary evidence to be provided duly attested by the Agency. 5. The bidder should not be involved in any major litigation that may have an impact of affecting or compromising the delivery of services as required under this tender. An undertaking in this regard may please be submitted. 6. There should be no case with the police/court against the proprietor /Firm/Partner or the Company. 7. The bidders shall have the following Registrations and details of the same be provided in the Technical Bid. a. Registration with the various statutory bodies as necessary for carrying out the business. b. Service Tax Registration c. PAN No 1. Scope of Work 2. Special Terms & Conditions 3. General Terms & Conditions Scope of Work: 1. An approximate parcels/envelopes are sent every month to different ambulance locations across state of Gujarat with an approx. weight of tons per month. In addition to that parcels / envelopes are send from different locations to the head office in Ahmedabad. 2. The authorized representative of Courier Service will collect parcels/envelopes from our office. 3. The authorized representative of Courier Service will be required to furnish receipt of the parcels/envelopes collected. 4. The Courier Service will arrange to deliver parcels/envelopes within 24 hours in all major cities and within 48 hours in smaller talukas, villages at remote locations. Page 3 of 13

4 5. The Courier Service will ensure that all the parcels/envelopes are delivered to the recipient to whom it is meant for and in no case is delivered to anybody other than the recipient. 6. The Courier Service will furnish proof of delivery of parcels/envelopes every month after getting signature of the recipient, his/her name and telephone number. The representatives of Courier Service will write the name and telephone number of the recipients themselves. 7. The Courier Service will return the undelivered parcels/envelopes within 96 hours. Special Terms and Conditions: 1. The Courier Service must have carried out during the last three years at least two orders of similar work in Government/Autonomous Organizations or public sector undertakings. A copy of the award letter and satisfactory performance certificate is required to be furnished from at least two of the above organizations. 2. The Courier Service is required to have offices in all major cities and other major towns, villages across state of Gujarat. The Courier Service is required to provide a list of their stations along with addresses, telephone number, and Fax where its offices or contact offices are located. 3. The tender is liable for rejection due to any of the reasons mentioned below i.submission of tender without Tender document fee. Tender supporting document not submitted in separate envelopes as per conditions and the envelopes are not super scribed with details of the tender enquiry and part enclosed. ii.non-payment of Earnest Money Deposit. iii.unsatisfactory past performance of the tenderer. iv.submission of misleading / contradictory / false statement or information and fabricated / invalid documents. Tender not filled up properly. 4. The Courier Service shall depute a supervisor to the GVK EMRI, Gujarat on all working days to direct and supervise the work as per the agreement. The authorized supervisor shall attend all meetings concerning Courier Service if called upon and arrange to carry out work smoothly as per the agreed time schedule. Any instruction given to the supervisor shall be construed as if the same is given to the Courier Service. 5. The Courier Service shall have their representatives accessible either by person or by phone during or after office hours and if called for to attend work concerning delivery. 6. Courier service should compulsorily provide services to each and every locations of Gujarat which may include the remotest area in each district where GVK EMRI operates its services. List of the locations can be obtained from GVK EMRI as and when required. 7. The Courier Service shall ensure safe delivery and confidentiality of the document entrusted to it. 8. GVK EMRI, Gujarat will enter into one year rate contract with successful bidder / courier service provider. 9. The Courier Service shall observe the highest standard of ethics during the execution of the contract period. 10. GVK EMRI, Gujarat will reject a proposal for award if it determines that the Courier Service recommended for award has engaged in corrupt and fraudulent practices in competing for Page 4 of 13

5 the contract in question. GVK EMRI, Gujarat will also declare the firm ineligible, either indefinitely or for a stated period of time. 11. The Courier Service shall indemnify and keep indemnified GVK EMRI, Gujarat against any loss, demand, action, proceeding, damages, cost charges and expenses which may be made or brought or commenced against us by any of its act contrary to the terms of the agreement. 12. The Courier Service shall observe the laws applicable and the rule or code of conduct of the Courier Service. 13. Arbitration: In case of any dispute, the decision of COO GVK EMRI Gujarat will be final and honored. 14. The contract is not transferable / assignable. 15. Renewal of the contract will be considered by mutual consent of both the parties. Penalty Clause GVK EMRI, Gujarat would impose a penalty of Rs.100/- per box per day for delay beyond the delivery period described under scope of work. Vendor should provide 80% POD along with invoice submission, failing to which GVK EMRI may deduct penalty (of invoice value) in following manner. Receipt of 75-80% POD Receipt of 70-75% POD Receipt of 65-70% POD Receipt of 60-65% POD 2% Penalty 4% Penalty 6% Penalty 8% Penalty In case of untimely or non-delivery of parcels/envelopes, etc. or damage to the parcels/envelopes, GVK EMRI, Gujarat reserves the right to deduct the amount equivalent to Value of consignment from the monthly billing of the Courier Service Payment Terms 1. The Courier Service will raise bills on completion of each calendar month along with proof of delivery (min 80%) and payments will be made by the GVK EMRI, Gujarat within 30 days from date of receipt of clean invoice and subject to certification by authorities concerned. General Terms and Conditions: 1. The Tender Fee, EMD and Supporting document should contain all the mandatory registration Certificate, relevant satisfactory certificates, financial statements, PAN Card Copy, and IT returns for the past 3 years along with all tender documents duly signed & stamped on each page by proper authority and should be submitted physically as mentioned in schedule above to GVK EMRI GUJARAT, Naroda Kathwada Office. 2. Validity of the tender: Tender submitted shall remain valid for 180 days from the date of opening for the purpose of acceptance and award of work, validity beyond 180 days from the date of opening shall be by mutual consent. 3. Online Tenders without physical submission of Tender Fees, EMD and Supporting Documents duly signed will not be considered and will be summarily rejected. Page 5 of 13

6 4. Bidders shall have an average annual turnover of minimum Rs.25 lakhs during the last three financial years.audited Financial Statements with all reports need to be submitted for last 3 years.in case of unaudited Financial Statement,CA certified Turnover certificate must be enclosed 5. Tenderer should quote their prices (Only Online) in the scheduled format supplied in the online tender form. Tenders received in any other form will not be entertained. 6. Time period for carrying out Courier work will be 12 months and the date of commencement shall be reckoned from the seventh day of issue of award letter or earlier. 7. Bids must be submitted online only not later than the time and date specified in the tender schedule. 8. All taxes in respect of this service will be payable by the Courier Service and nothing extra will be paid by us for any increase in such taxes even if imposed or levied either before or after the tenders are opened or during the period of contract. 9. Earnest money is liable to be forfeited, if the Courier Service selected for the work fails to sign the formal agreement within ten days from the date of issue of work award letter. 10. Tenders who do not fulfill all or any of the conditions or are incomplete in any respect are liable to summary rejection. 11. EMD Amount : The Earnest Money amounting to Rs.1,50,000/- (Rupees one Lakh Fifty Thousand only) as demand draft or pay order of a schedule or renowned private bank and drawn in favour of GVK EMRI, payable at Ahmedabad should accompany the tender in separate envelope Tenders received without earnest money will be invalid. 12. Performance Guarantee: Successful bidder shall submit Performance Guarantee 5% of Contract value in the form of BG/DD/FD valid for 18 months.emd of successful bidder will be returned on receipt of Perfomance Guarantee and EMD of Unsuccessful bidders will be returned back on confirmation of contract with L1 vendor. 13. GVK EMRI, Gujarat do not bind itself to accept the lowest or any tender and reserves the right of accepting the whole or any part of the tender and the tenderer shall be bound to perform the same at the rates quoted. 14. Canvassing/Recommendation in connection with the tenders is prohibited and the tenders submitted by the contractor who resort to canvassing are liable for rejection. 15. Earnest money will be forfeited if the contractor fails to commence the work as per letter of award The tenderer should not write any conditions or make any changes, additions, alterations and modifications in the printed form of tenders. 17. Technical evaluation of the tender will be done by a Technical Committee constituted by GVK EMRI. 18. Conditional tender will not be accepted. 19. The conditions beyond its control such as, but not limited to, war, strikes, fires, flood, governmental restrictions or damages etc. shall not be deemed a breach of the contract. 20. One month notice will be given by either party for termination of the contract during the tenure of contract for breach of clause or otherwise. 21. GVK EMRI, Gujarat reserves the right to accept or reject any tender in full or in part without assigning any reason. 22. Jurisdiction: All disputes arising out of or in connection with this tender shall be referred to law of courts with Ahmedabad Jurisdiction only. Page 6 of 13

7 23. Power of Cancellation: GVK EMRI reserves the right to cancel the tender notification and reject any or all the tenders, at any time during the process of receipt, evaluation, and finalization of tenders, without assigning any reason what-so-ever. 24. Termination Termination; The contract may be terminated by GVK EMRI giving one month notice, in case the agency a. Assigns or sub-contract of this service. b. Violation/ contravention of any of the terms and conditions mentioned herein. c. Does not improve the performance of the services in spite of instructions. d. Any violation of instructions/agreement of suppression of facts. e. on termination of the contract, it shall be the responsibility of the agency to discontinue the services.. Page 7 of 13

8 Annexure I Supplier Information form (SIF) 1. Name of Organization: 2. Permanent Account Number (PAN): (Pls. enclose Copy) 3. Registered Address: 5. Correspondence Address: 6. Deal in kind of Services/Products: 7. Sales Tax Registration CST & VAT: 8. Service Tax Registration: 9. Bank A/C Details Name of Bank : Bank A/C No : Branch & Add : IFSC code : MICR code : 10. Contact Details Contact Person : Telephone No : Mobile No : E Mail ID : (Current/Saving) 11. Name of sister concern or any Interdependent Entity (If Any) Date: (Signature of Authorized Person) [Name : Designation ] Page 8 of 13

9 Annexure II Verification, Undertaking, Checklist & Documents From: M/s. No. To, GVK EMRI 108 Emergency Management Centre, Naroda-Kathwada Road, Naroda, Ahmedabad Sub: Hiring of Courier Service for Inbound & Outbound logistics of parcels/envelopes/documents across Gujarat/India Ref: GUJ/ET/COURIER/RC/1617 Sir, I/We enclose the priced tender form duly signed & stamped. Necessary documents are enclosed herewith (in order in which are mentioned). The rates quoted against item are inclusive of excise duties,vat/cst and other applicable charges. I/We shall abide by all these conditions. I/We hereby undertake to supply the goods to the consignees as per the terms of the accepted tender / R.C. I/We verify that the copies of the certificates / documents attached herewith are authentic true copies of the original certificates / documents and I/We undertake to produce the original certificates / documents for verification on demand. I/We undertake to supply the attested copies of certificate / documents required at the time of signing the letter of agreement if my/our offer is accepted. I/We verify that I/We are in possession of the requisite licenses / permits required for the manufacturer / supply / sale / distribution of the items and further verify that the said licenses / permits have not been revoked /cancelled by the issuing authorities and are valid as on date. I/We also verify that I/We have not been blacklisted / debarred / stopped from supply of the items quoted in the Tender Enquiry by any Government Department / Organization / undertaking in India. I/We also take cognizance of the fact that providing misleading or questionable information or failure to furnish correct or true information to you or failure to comply with any contractual requirement laid down by you / them will be considered as a serious breach of the terms and conditions of the tender and will invite disqualification and other penal action as deemed fit by the GVK EMRI, Gujarat Thanking you, Date: Yours faithfully, Page 9 of 13

10 ANNEXURE III Performance Security Bank Guarantee (Insert: Bank s Name and Address of Issuing Branch or Office) Beneficiary: (Insert: name and Address of Purchaser) Date:.. PERFORMANCE GUARANTEEE No:.. We have been informed that (insert: name of Supplier) has entered into Contract No. (Insert: reference no of the contract) dated. With you, for the supply of (insert: description of goods). Furthermore, we understand that, according to the conditions of the Contract, a performance guarantee is required. At the request of the Supplier, we (insert: name of bank) hereby irrevocably undertake to pay you ant sum or sums not exceeding in total an amount of (insert: amount in figures) (..) ( insert: amount in words) upon receipt by us of your first demand in writing accompanied by a written statement stating that the supplier is in breach of its obligation(s) under the Contract, without your needing to prove or to show grounds for your demand or the sum specified therein. This guarantee shall expire no later than the. Day of., 2.., and any demand for payment under it must be received by us at this office on or before that date. ** The guarantor agrees to extension of this guarantee for a further period in response to the purchaser s written request for such extension, such request to be presented to the Guarantor before the expiry of the guarantee. Annexure IV Page 10 of 13

11 UNDERTAKING ON FRAUD AND CORRUPTION Tender: GUJ/ET/COURIER/RC/1617 We M/s. Do hereby undertake that, in competing for (and, if the award is made to us, in executing) the subject contract for supply of under tender reference no.. Dt. We shall strictly observe the laws against fraud and corruption in force in the country. Sd/- Signature of proprietor/partner/director Designation: Seal: Page 11 of 13

12 Annexure V Commercial Bid Format (for reference only) Online Bids Only From To Envelope up to 100g Envelope 101 to 500g Parcel up to 1kg Parcel above 1kg Reverse pick up / Month / Location Ahmedabad Ahmedabad Ahmedabad local Rest of Gujarat Ahmedabad Outside Gujarat Courier agencies are requested to submit their best offer for all regions across Gujarat as given in format including reverse pick up services. Additional gram in each slab will be paid proportionately as per the rate of the particular slab. Page 12 of 13

13 Annexure VI Pre Qualification Check list Sl. No Criteria Vendor A 1 Tender Fee 2 EMD 3 Proof of past experience in same business line 4 PAN Card copy 5 Service Tax Registration copy 6 Audited Financial statements for the past 3 years 7 IT Returns copy for the past 3 years 8 All Pages of the tender document duly signed and stamped 9 Verification, undertaking, checklist & document statement as per Annexure II 10 Undertaking on Fraud and Corruption as per Annexure IV Page 13 of 13