MP RAJYA BEEJ EVAM FARM VIKAS NIGAM Beej Bhavan, 36, Mother Teresa Marg, Arera Hills, BHOPAL MP Phone: , FAX:

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1 MP RAJYA BEEJ EVAM FARM VIKAS NIGAM Beej Bhavan, 36, Mother Teresa Marg, Arera Hills, BHOPAL MP Phone: , FAX: TENDER NOTICE ( NO. MPRBEFVN/TENDER NO-14) E-tenders are invited for online submission on from reputed manufacturers, authorized distributors; suppliers for the supply of nos. of HDPE WOVEN Bags, Non laminated, size 66x38 cms., weight 64grams each. For specification and complete terms and conditions please visit our website and before applying for the tender. MANAGING DIRECTOR 1

2 MP RAJYA BEEJ EVAM FARM VIKAS NIGAM Beej Bhavan, 36, Mother Teresa Marg, Arera Hills, BHOPAL MP Phone: , FAX: NO./HO/MKTG/DT/33/2015/ Date :... To, Sub : E-Tender for the supply of HDPE WOVEN Bags Non laminated Bags (size 66 cm x 38 cm)... Beej Nigam has issued E-tender for purchase of HDPE WOVEN Bags size 66 cm x 38 cm wide our E-tender No MPRBEFVN/TENDER NO-14 dated 18/2/2016. In forth coming pages you can find tender document containing the specifications, term and conditions etc. pertaining to the supply of HDPE WOVEN Bags. Please note, your tender offer should be submitted on duly completed in all respect along with required documents, earnest money and samples must be submitted latest by 3:00 pm on 14/03/2016. Tender offer received after 3:00 pm on 14/03/2016will not be accepted. Tender offer received till stipulated date and time will be opened on 14/03/2016 at 4:00 p.m. in presence of tenderers, who may wish to be present. Your tender offer must be submitted in the prescribed format furnished in the said web site. Managing Director Key dates:- Purchase of Tender Start Date :30 Purchase of Tender End Date: :30 Mandatory Submission Open Date: :00 Financial Bid open Date: :10 Bid Submission End Date: :00 Technical Proposal Open Date: :05 2

3 ANNEXURE A MADHYA PRADESH RAJYA BEEJ EVAM FARM VIKAS NIGAM Beej Bhawan, 36, Mother Teresa Marg, Arere Hills, Bhopal 1. Specifications for High Density (Anti Skid) Poly ethylene Sack (Non Laminated) woven Bags: Capacity 10 Kg Size (LXW) 66X38 cms Weight of bag 64 gram Mesh 12x12 Denier 1000 Tolerance in weight ±5%, however in bundle of 500 bags it should be less than ±3% Tolerance in length (cms) +3, -0 Fabric Single piece pure white in colour as per IS Mouth of Bags Hammed and folded (minimum 25mm inside and stitched) so that taps do not fray. Stitching Only bottom stitched (double fold double row reverse) and folded inwards and stitched from inside only outside by a minimum 25mm. The bag should be bottom stitched with two row of chain/lock stitches with tape of 1200 denier with first row stitches per dm, uniform without any loose thread or knot. In case of lock stitches, number of stitches shall be per dm Breaking Strength (kgf) Tested on 5x20cm leveled strip method at constant rate of traverse mm per dm. Testing method as per IS and IS Wrap way 90 Weft way 80 Seam breaking load (kgf) testing method IS Bottom Seam 35 Specified values for fabric and seam are average breaking load value of samples under test. However individual value shall not be below 10% of specified value. Tentative Requirement : 3,50,000 Nos., (The tentative quantity mentioned above can be increased or decreased depending upon actual requirement.) As per store and purchase rules 30% preference in purchase will be given to Enterprises/ suppliers belonging to only ST/SC Category of the state who are duly registered with District Trade and Industries Centre. 2. The material of the bags, packing, seam, stitching hemming at the mouth etc. of the bags should strictly conform to the latest specifications of Bureau of Indian Standards if any. 3. Testing : The bags to be supplied shall be verified for quality and specifications etc. before despatch by Indian Institute of Packaging, New Delhi, Kolkata, Mumbai, Chennai or M/s Eskaps (India) Pvt. Ltd., Kolkata as will be decided by the Nigam, who will also supervise the loading of bags in trucks if so required by the Nigam. All the expenses in this regard will be borne by the supplier. 4. Printing: The bags to be supplied should be duly screen printed on both sides, in two permanent colors, as per the matter/design to be provided by the Nigam. Final printing on bags should be done after obtaining approval of the Nigam. Ink and ingredients used 3

4 should be alcoholic resistant, smudge free, bright and should not smear in contact with water and will not affect the fabric. The cost of screen, printing etc shall be borne by the supplier. 5. Place of Delivery: The bags are suppose to be supplied at the following places where the Nigam s Office are located :- (1) Bhopal (2) Jabalpur (3) Sagar (4) Satna (5) Indore (6) Ujjain (7) Gwalior 6. Rate : Rate must be quoted per number of bags duly printed, inclusive of all taxes, levies etc. FOR destination, door delivery, by Road Transport, freight paid in the prescribed format as per annexure B, If C form is to be issued by the Corporation it should be clearly mentioned. Please also refer to point No.2-3 of Annexure C. 7. Validity of Offer: The minimum validity of rate and offer quoted must be for 45 days from the date of opening of tender. 8. Delivery Period : The total indented number of bags must be supplied latest by 30/04/2016 Truck load wise destination wise, dispatch details will be given while placing the supply order. The schedule will have to be strictly followed. 9. Packing : All the bags should be safely tied up in bundles of 500 bags each. The total number of bags in each bale shall be the same. For packing of bales good quality cloth should be used to ensure that bags are properly packed in bales. Each bale should be securely tightened with iron/plastic strips lengthwise and widthwise, while packing safety of bags should be ensured. Each bale must prominently bear number of bags, contained therein lot number etc. allotted by the Surveyor nominated by Nigam. The number of bags should be indicated in the challan and a copy of which should be forwarded to the Head Office as well as to the respective consignee to tally the contents with challan. Shortage if any on actual checking of the consignment will be brought to the notice of the supplier by the consignee/nigam H.O. 10. Earnest Money : An earnest money of Rs /- (Rupees One lac) only in the form of bank demand draft, drawn in favour of M.P.Rajya Beej Evam Farm Vikas Nigam, payable at Bhopal, should be submitted before opening of e-tender. For further details please refer point No.1 of annexure D enclosed. 11. Sample : Three (03) numbers of HDPE bags meeting the desired specifications in respect of quality, size etc. must be submitted on or before 14/03/2016 failing which the offer will be rejected. Each sample should be duly stamped and signed by the tenderer. Samples once submitted will not be returned. The sample is being invited for better appreciation of the tenders. However the tenderer shall be bounded to supply the material strictly according to the specification prescribed above. 12. The tender must be duly completed in all respects and should be in accordance with the prescribed terms & conditions. 13. The Tender document containing detailed specifications, terms and conditions etc. for the supply of HDPE bags will be issued online only against online payment of Rs. 2000/- (non refundable)from website The tenderers must also submit online/offline the following documents: 4

5 a. Manufacturing license issued by competent Authority or particular of registration certificate issued by competent Authority. b. Authorization Letter towards Distribution ship / Dealership / Dealership of principal manufactures for Govt. or semi Govt. Department. c. An affidavit that unit or its sister concern or any unit / Partnership firms has not been Black listed /Barred by any Central/State Govt. or semi Govt. Department. 15. The Managing Director reserves the right to enhance or to reduce above mentioned tentative numbers of bags or to decide not to purchase the tender item or to reject any or all tenders or to accept any tender without assigning any reason thereof. 5

6 Annexure B MP RAJYA BEEJ EVAM FARM VIKAS NIGAM (A Government of Madhya Pradesh Undertaking) Tender no : Sno. Name of Bidder Item of supply PRICE BID Rate of each bag, inclusive of all taxes, levies etc. FOR destination, door delivery, by road transport, freight paid. (* Against C form to be issued by the Nigam. OR * Without C Form.) 1 HDPE WOVEN Bags Non laminated of 66x38cm size, having 12/12 mash, stitching with inside folding, duly screen printed on both sides in two colors as per the matter / design provided by the Nigam. 6

7 Annexure C SPECIAL INSTRUCTIONS FOR THE GUIDANCE OF THE TENDERERS 1. The Tender document containing detailed specifications, terms and conditions etc. for the supply of the HDPE Bags will be issued only against online payment of Rs. 2000/- (non refundable)from website 2. The tenderers or their representatives are welcome to be present at the time of opening of the tender, if they so desire. 3. The rate quoted in all cases must be firm and inclusive of all charges for delivery at destination including all packing charges for safe transit by road, freight paid and inclusive of all applicable taxes/ lives etc. 4. The rate must be quoted on website 5. Tenderers must check their offer thoroughly before submission. Request for enhancement for rate shall not be considered under any circumstances, after the opening of tender. 6. Rate quoted should be strictly in accordance with the unit specified otherwise offers are likely to be passed over. 7. In case, the dates mentioned above happen to be a Public Holidays, the next working day will be reckoned for the purpose. Tenderer should quote firm rate. Offers made subject to price variation are liable to be passed over. 7

8 TERMS & CONDITION Annexure D 1. Submission Of tenders, deposit of Earnest Money and Security Deposits : a) No alternations should be made to any of the terms and conditions of the tender by scoring out, altering or overwriting and no alternation are permitted in the rates. No alternation will be allowed after the tender is received by this office. Ambiguity must be avoided in filling tender. The tenders not complying with these conditions will be passed over. b) The tenderers are required to deposit the following amount towards earnest money, in the form of Bank Demand Draft, in favour of M.P. Rajya Beej Evam Farm vikas Nigam, payable at Bhopal. on or before 3.00PM date 14/03/2016. S.No. Item Earnest money 1 HDPE Woven Bags Rs /- Tenders without earnest money will be rejected. c) The successful tenders shall within 10 days from the date of conveying the message or posting of acceptance letter to him or them, deposit with the Nigam the following amount in the form of bank demand draft as security deposit for the fulfillment of contract in the manner as prescribed under earnest money. S.No. Item Security deposit 2 HDPE Woven Bags An amount equivalent to 3% total contract amount d) In case of selected tenderer the earnest money will be adjust against the security deposit and the balance amount if any, will have to be deposited within the above said period. e) The Nigam reserves the right to forfeit earnest money deposit should the successful tenderer fails to deposit security deposit, which may be required under the terms and conditions of the tender. f) The tender not confirming to the prescribed terms and conditions of the Nigam or tenders not adhering to the prescribed time, schedule is likely to be rejected. 2. VALIDITY OF RATES/TENDER : The validity of rates quoted and tender offer should be for at least 45 days from the date of opening of the tender. 3. ACCEPTANCE OF TENDERS : a) Tenders will be opened on the specified date in presence of such tenderers who may wish to be present. b) The successful tenderer(s) will be intimated by letter(s) or any other means of communication and the tenderer(s) so informed shall be bound from the time of transmission of such acceptance. Formal acceptance of the tender will be forwarded to the successful tenderer in due course but it shall serve merely as confirmation of the initial 8

9 communication and shall not effect the time from which offer(s) is/are bound by the contract(s). c) The Nigam is not bound to accept the lowest rate. Any or all the tender offers may be rejected without assigning any reasons there of. The decision of the Nigam in the matter will be final and binding. d) Successful tenderer shall execute an agreement bond in prescribed form. 4. OTHER CONTRACTUAL OBLIGATIONS : The contract shall not be capable of being varied except by a written consent by both i.e. the purchaser and the supplier and the Nigam shall not in the absence of the specific request acceptance be bound by any provisions of the supplier quotation offer which purport, impose conditions at variance with this contract. 5. INSPECTION AND PACKING SAMPLING a) At all reasonable time during the production and prior to dispatch of material the tenderer shall afford and secure for the Nigam representative/authorized agent every possible access and facilities at its plant or premises for visual inspection of the material. b) The supplier shall supply to the Nigam on request report of the progress of supplies. 6. SUPPLIES AS PER SPECIFICATIONS: a) The material to be supplied must strictly conform to the prescribed specifications. The Nigam shall be at liberty to get the samples of the material supplied tested by some test house of repute and the results of the test will be final binding about the quality etc. of the supplies received and binding upon the supplier and that in case any supplies not being approved shall be liable to be rejected and the supplier shall have to take back such reject material and all expenses in this regard shall be borne by the supplier. b) Should the Nigam require any changes in the specifications in the materials the supplier shall use his best endeavor to comply with Nigam s wishes subject to fair adjustment of prices and delivery schedule. c) Please also refer to point No.3 of Annexure A 7. CONSEQUANCE OF NON SUPPLY AND DAMAGE : a) All risks of loss, damage of depreciation to material shall be upon the supplier until the material is delivered at site in accordance with the provisions of the contract. b) If the supplies are not made within the stipulated time limit the Managing Director may accept the delayed supplies by imposing a penalty of up to 2% for the late supplies for the first seven days, of up to 3 % for the late supplies for the second seven days and of up to 5% for further delays. c) In the event of the supplier failing to supply the contract quantity/number of the bags or part thereof of fails to supply the bags of the approved specification the Nigam reserve the right to procure the material from other sources and the losses so incurred due to higher rates than the contract rate shall be recovered from the tenderer in addition to the forfeiture of security deposit etc. 8. PAYMENTS : a) All invoices shall be prepared in duplicate and shall be signed by the supplier. The invoices shall be sent in duplicate to the Head Office of the Nigam. A certificate from the consignee as prescribed by the Nigam should also be forwarded along with the above conforming that the material has been received by them. 9

10 b. If Sales tax is shown / claimed in the bill the payment of the same will not be made unless the following certificate is enclosing with the bill. CERTIFIED THAT SALES TAX CLAIMED IN THIS BILL IS LEGALLY PAYABLE BY BUYER AND SUPPLIER HAS PAID/WILL PAY THE AMOUNT TO THE SALE TAX AUTHORITIES. OUR SALES TAX REG. NO. IS... c) 90% payment will be made within 30 days after delivery of the material and on receipt of complete document such as bills, certificate, challans, test reports pertaining to quality etc proof of delivery of material to concerned consignees in the proforma prescribed by the Nigam from the supplier. Balance 10% payment will be made within 30 days from the date of 90% payment on checking and verification of material supplied. Recoveries if any, as per contract will be made from the security deposit amount. 9. FORFEEITURE AND REFUND OF THE EARNEST MONEY / SECURITY MONEY a) In case the selected does not supply the material at the quote rates within the stipulated period and or contains any breach of any one or more of these terms and conditions of contract the security money deposited by the tenderer will be forfeited by the Nigam. b) Earnest money of the unsuccessful tenderer shall be refunded without interest responsible period from the date decision regarding the tenders. c) The security money deposited by the successful tenderer shall be retained by the Nigam till final payment is made and account is completely settled. 10. SETELLEMENT OF DISPUTES : In case, any dispute arises the decision of the Chairman of the M.P Rajya Beej Evam Farm Vikas Nigam, Bhopal acting as Arbitrator shall be final and binding on both the parties. That only the court of law situated at Bhopal alone shall have the jurisdiction for any matter relating to the tender or the agreement. MANAGING DIRECTOR 10

11 AGREEMENT (To be signed by successful tenderers only) Memorandum of agreement made on this... day of between M/s... (herein after called as Vendor) which expression shall unless excluded by or repugnant to the context will be deemed to include its heirs executors, administrators and representatives on the one part and M.P. Rajya Beej Evam Farm Vikas Nigam at 36, Beej Bhawan Mother Teresa Marg, Arera Hills, Bhopal, (hereinafter called as Purchaser) which the context be deemed to include its heirs, executors on the second part. It is hereby agreed by and between the parties as follows 1. That the vender hereby agrees to sale 3,50,000 Nos. of HDPE Woven Bags of size 66 x 38cm size, duly screen printed on both sides in two colors. The material of bags, sacking, seam, stitching, hemming etc. of the bags should strictly conform to the prescribed specifications and to the equivalent specifications of Bureau of Indian Standards, if any, and as per purchaser s Purchase Order and the purchaser hereby agrees to purchase the same. 2. That the purchaser hereby agrees to purchase the HDPE Woven Bags at the rate of Rs.... (Rupees... only.) each. of Tarpaulin Jute Bags dully printed. The rate is inclusive of all taxes (except entry tax) against C form, excise duty, packing, insurance charges, FOR destination, as door delivery, by road transport, freight paid and Surveyors fees for testing the quality etc. of the bags and loading, supervision charges. 3. These rates and the contract will be valid for one year since the date signing of the agreement. 4. The each truck load of consignment of the HDPE Woven Bags to be supplied by the vendor as mentioned in clause No. 1 above must be tested and verified for quality and specifications etc. before dispatch by the testing agency nominated by the purchaser, as per the details to be furnished in the purchase order to be issued by the purchaser. The testing agency shall also supervise the loading of each consignment in trucks, before dispatch. All expenses in this regard shall be borne by the vendor. 5. That the vendor agrees to supply the bags at the following places where Nigams Regional Offices are located as per purchase order to be issued by the Purchaser : (1) Bhopal (2) Jabalpur (3) Sagar (4) Satna (5) Indore (6) Ujjain (7) Gwalior 6. Vendor agrees to supply 350,000 Nos. of HDPE Woven Bags to the concern consignee only as per the supply schedule to be furnished in the purchase order to be issued by the purchaser, in single installments as given below : (i) Nos. up to 30/04/2016 (ii) Quantity shall be Increase or Decreases as per requirement. The total indented number of bags must be supplied to the concerned consignee within 45 days from the date of order. 7. That if supplies are not made within the stipulated time limit, the purchaser may impose a penalty of up to 2% for the late supplies for the first seven days, of up to 3% for the late supplies for the second seven days and of up to 5% for further delays. 11

12 8. That the purchaser hereby agrees, to pay 90% amount of bill, at the earliest after delivery of the material and on receipt of complete document such as bills, certificate, challans, test reports pertaining to quality etc proof of delivery of full material to concerned consignees in the format prescribed by the Nigam from the supplier, and rest 10% amount will be made within 30 days from the date of 90% payment on checking and verification of material supplied. 9. That after receipt of consignments of the bags at the destinations and checking of the bags, if the consignees find some damaged or bags not fit for use all such bags shall have to be taken back by the vendor from the concern consignee and all expenses in this regard shall have to be borne by the vendor and the value of such bags if already paid by the purchaser shall have to be reimbursed by the vendor to the purchaser. 10. That the total liability of Sales tax, VAT, excise duty and other relevant taxes (except entry tax) pertaining to supply / sale of these Tarpaulin Jute Bags shall be solely of the vendor and the vendor alone shall be responsible for payment of the tax (except entry tax), levies to concerned authorities/departments. 11. That in the event of the vendor failing to supply the contracted numbers of bags or part thereof or fails to supply the bags of the approved specifications within the stipulated period and or commits any breach of any one or more of the clauses of tender documents, or this contract, the purchaser shall be at liberty to revoke the agreement, forfeit security deposit, and reserves the right to procure the jute bags from other sources and the losses so incurred due to higher rates than the contract rate shall be recovered from the vendor in addition to forfeiture of security deposit etc. 12. That if any dispute arises between the parties hereto in respect of this agreement or any of the provision herein contained or anything arising here out, say as otherwise provided hereunder, it shall be referred to the arbitration of the Chairman of the M.P. Rajya Beej Evam Farm Vikas Nigam whose decision thereon shall be final and binding on both the parties. 13. That the venue of arbitration shall be only Nigam Head Quarter at Bhopal. 14. That the parties also do hereby agree that the contract envisaged by these terms and conditions shall be deemed to have been entered into at Bhopal and the court of law situated at Bhopal alone shall have jurisdiction to try legal proceedings which may arise out of this contract and no other court of law situated elsewhere shall have the jurisdiction. Any proceedings in any other court of law other than situated at Bhopal shall not be tenable. 15. That in witness whereof the parties here to have set and subscribed their respective hands and seal on the day, month and year mentioned above. Signature of Vendor with seal For M.P. Rajya Beej Evam Farm Vikas Nigam, Bhopal Witness

13 Annexure F Matter to be printed on front side of the Bag ^^ cht dh dher ek= dh xkjuvh ^^,eihlhm~l mrre cht cht dh Js.kh izekf.kr Qly fdle@tkfr ykwv uecj vknzzrk izfr'kr Hkjrs le; 'kq) otu Hkjrs le; Hkjrh dh rkjh[k foø; ewy; ¼leLr dj lfgr½ cht mipkj gsrq iznk; dh xbz QQwanuk kd&&&&&fkk;je fo"k ;qdr & TREATED WITH POISION e/;izns'k jkt; cht,oa QkeZ fodkl fuxe ¼e/; izns'k 'kklu dk miøe½ cht Hkou] 36] enj Vsjslk ekxz] vjsjk fgyl] Hkksiky @Qj-2016@350000ux Matter to be printed on Back side of the Bag izekf.kr cht lhfer ifjokj ;gh cusaxsa lq[k dk vk/kkj Lkksuk gks mxkuk rks cht fuxe dk cht gh yxkuk 13

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