Rate contract for fixing Courier charges for a period of Two years from to

Transcription

1 प रध न क र लर, मण ऩ ल/Head Office: Manipal Udupi District, Karnataka State स म न य प रश सन व भ ग/General Administration Department COMMUNICATION AND SERVICES DIVISION OPEN TENDER NO. 1/2018 DATED FOR Rate contract for fixing Courier charges for a period of Two years from to DATE OF ISSUE OF TENDER : LAST DATE OF SUBMISSION OF TENDER : : 1.00 p.m. DATE OF OPENING OF TENDER (Technical Bid) : : 3.00 p.m. Clients:- The General Manager Syndicate Bank General Administration Department Communication &Services Division Head Office, Manipal Udupi District, Karnataka State 1

2 INDEX 1 Notice inviting Tender 3 2 DATA sheet 4 3 General Information and Instructions to Bidders General Terms and Conditions Application for Empanelment of couriers Format for quotation Letter of Authorization to Bid 20 2

3 To All eligible Bidders.... प रध न क र लर, मण ऩ ल/Head Office: Manipal Udupi District,Karnataka State स म न य प रश सन व भ ग/General Administration Department COMMUNICATION AND SERVICES DIVISION Notice Inviting Tender Sub: Invitation of Bids for Rate contract for fixing Courier charges for a period of Two years from To This is an invitation for bid from reputed Courier Agencies on all India basis for empanelment of Courier Agencies to HO: Communication & Services Division, Manipal Udupi Dist. Karnataka State as per Bank s requirements. The bidders are requested to go through the terms & conditions of this tender and submit their bids /applications duly signed and super scribed as follows:- Bids for Rate contract for fixing Courier charges for a period of Two years from to & empanelment of Courier Agencies The tender will be opened at 3.00PM on at: Communication & Services Division. HO: Manipal Karnataka State, India. Tender enquiry document will be available on Bank s website: from to PM. Those who choose to down load the application form from the website are required to pay Rs 5000/- by Demand Draft favouring Syndicate Bank, Manipal payable at Manipal/ Udupi along with the completed application form. The bids will be finalized by the Evaluation committee with reference to prequalification criteria. Sd/- Asst General Manager (GAD) 3

4 DATA SHEET 1. Tender Notice No. 01/2018: Dated Name of the work Rate contract for fixing Courier charges for a period of 2 years from To The Rate fixed depends on the Zone wise and is valid for all offices, Branches, HO: CSD Manipal and Banks Empanelled security Printers 3. Location Communication & Services Division,Head Office,Manipal. 4. Owner Syndicate Bank, Head Office, Manipal , 5. Security Deposit. 2,00,000/-(Rupees Two Lakh only) ( by way of Fixed Deposit for a period of 24months after the empanelment 6. Cost of Tender Documents Tender form fee.5000/-(rupees Five Thousand only) by DD in favour of SyndicateBank, payable at Udupi/Manipal. For tender forms which are downloaded from our website, tender fee shall be submitted along with the Technical Bid. 7 EMD Rs 50,000/- ( Refundable )by DD in favour of SyndicateBank,payable at Manipal/Udupi 8 Pre bid meeting At AM on at CSD H O Manipal Tender Forms available From: to up to 1 PM (Tel: ).From the Bank s website in 10 Last date of submission of tender up to 1.00 pm 11 Tender to be submitted to: 12 Bid System 2 bid system The Chief Manager, SyndicateBank, CSD, Head Office, Manipal PIN Opening of Technical At 3.00 pm on Bids 14. Mode of payment: Payment through NEFT, on monthly submission of bills & POD s for all the items. (100% PODs are required for verification) 15 Liquidated damages for delayed servicing. Delay of one day 10% cut in charges payable Delay of more than one day up to 3 days 25% cut in the charges payable. Delay more than 3 days-100% penalty. 16 Tender Validity Valid for 24 months 17 Delivery Period Within 24 hours within the station and 48 hours within the State (both booking & delivery points located) and between Metros. Within 72 hours to all other places excluding North East and within 96 hours north east states 18 Cost Cost excludes GST but includes all other taxes, levy etc. Price quoted shall be firm and no escalation permitted during the period of contract 19 Flexibility Bank reserves the right to change the agency at any time during the validity period. 20 Delivery/Collection To/ From door steps. Asst General Manager (GAD) 4

5 प रध न क र लर, मण ऩ ल/Head Office: Manipal Udupi District,Karnataka State स म न य प रश सन व भ ग/General Administration Department COMMUNICATION AND SERVICES DIVISION GENERAL INFORMATION AND INSTRUCTIONS TO BIDDERS 1. Syndicate Bank (hereinafter called the Bank ), having its Head Office at Manipal, (Karnataka State) invites sealed tenders from the Courier Agencies who satisfy the Pre-Qualification Criteria specified below, for Rate contract for fixing Courier charges for a period of Two years from To Cost of Tender Document: Tender document may be obtained from Syndicate Bank, Communication & Services Division Head Office Manipal from to on payment of a non-refundable Tender Document Fee of Rs.5000/-(Rupees Five thousand only) in the form of DD favoring SyndicateBank payable at Manipal / Udupi from to before 1.00 pm. Tender document can also be downloaded from our web site in which case, tender document fee in the form of DD, favouring Syndicate Bank payable at Manipal / Udupi, shall be enclosed to the Technical Bid; otherwise the bid is liable for rejection. 3. Security Deposits: Without prejudice to the terms and conditions stipulated hereunder, the Courier Agency selected should furnish Security Deposit of Rs lakh (Rupees Two lakh only) by way of Fixed Deposit for a period covering this agreement and hand over the said receipt duly discharged to the Bank. 4. EMD Rs 50,000/- (Refundable after executing Agreement by the successful bidder/s and or Finalising the tender process) in form of DD favouring SyndicateBank, payable at Manipal /Udupi. In case the successful bidder fails to execute the agreement and undertake the activity,the EMD will be forfeited. 5. Authority to submit Bids: Only authorized personnel of the firm or organization shall sign the BID. The proposal must be accompanied with an undertaking letter duly signed by the designated personnel providing a Bid commitment. The letter should also indicate the complete name and designation of the designated personnel. Necessary resolutions/authority/ Power of Attorney available shall be enclosed. In case the principal bidders authorise their business partners or authorised distributors to bid on their behalf, a separate Authorisation letter as per format (Letter of Authorisation to bid) enclosed, along with a commitment to fulfill the terms of tender should be submitted. 5

6 6. Minimum Pre-Qualification Criteria: a. The courier agency should have an Office/Branch/ collection point at least 75 % places wherever our SyndicateBank Branches are located as on date in Zone ( south Zone, North Zone, West Zone and East/North East Zone as Mentioned in the Application Form) (List of Branches and places can be obtained from HO:CSD Manipal).List of branch offices/collection centre s to be attached. b. They should be engaged in courier business for the past 5 years (year ending as on and should have a good net work preferably to reach every village centers throughout country. (Preference will be given to those couriers who are already on the panel of Nationalised Banks). C.Bidder should have at least Rs Lakh as average annual turnover from courier services during the last Three Financial Year ending ( Auduited Report to this effect should be submitted ) D Bidder should have carried out at least two similar service contract each for a minimum of 1 year for a reputed private / public sector organization with branches all over india. 7. Other Conditions: Documentary evidence in support of all the Pre qualification Criteria should be submitted/ enclosed. (Details of network / proof of Empanelment in Nationalised Bank etc). 8. Submission of Bids: The Bidder should enclose the Technical Bid for empanelment of Courier Agencies conforming to the technical specifications in one sealed cover, duly super scribed as Technical Bid. The Bidders should also submit Financial Bid for Rate contract for fixing Courier charges for a period of 2 years from to in a separate sealed cover duly super scribed as Financial Bid. The above mentioned 2 covers shall be placed in a separate cover super scribed as. Bids for Rate contract for fixing Courier charges for a period of 2 years from to Empanelment of Courier Agencies. 9. The name and address of the bidder shall necessarily be written on the covers. The sealed covers should be addressed and delivered to the Chief Manager, Syndicate Bank, Communication & Services Division, Head Office, Manipal, Karnataka, PIN so as to reach by 1.00pm on Tenders received after the stipulated time shall not be entertained. To avoid any likely delay in delivery by postal authorities/couriers, the bidders are advised to hand over the tenders personally. 6

7 10.. Documents to be submitted with bids: Tender Document duly filled in DD ( Rs 5000/- )towards the cost of tender document, if downloaded from website. Supporting documents in respect of pre qualification criteria as mentioned in the tender documents. 1. Copy of Balance Sheets ( 3 Years )as on March 2. Copies of the Agreement with reputed public / private sector organizations 3. Details of service points / collection and delivery centers Authorization letter. Sealed Cover/s containing Financial Bid. DD of Rs 50,000/- towards EMD/ BID Guarantee ( Refundable ) 11. Bid Opening: Technical bid will be opened at 3.00 p.m. on , at Head Office, Manipal in the presence of Tender Opening committee. The bidder/ authorized representative may be present while opening the bid. After evaluation and on satisfaction of Pre-Qualification Criteria Financial bid will be opened subsequently. 12. Bid Validity: Tender validity period is 24 months from the date of agreement for empanelment of Courier Agencies. 13. Bidders shall submit duly completed bids in respect of all relevant particulars with complete details. Incomplete bids are liable to be rejected. 14. Evaluation of Tender: 1. The tenders received within the due date and time only will be considered for evaluation. 2. The Technical bids shall be opened and the pre qualifications of the bidders will be evaluated to ensure that it conforms to the minimum pre qualification criteria. 3. Technical bids of the bidders who satisfy the prequalification criteria will be evaluated for compliance to the other terms and conditions and also compliance to the availability of their Net Work /Offices all over India. 4. The bidder may be selected on a Zonal basis ( South Zone, West Zone, North Zone and East/ North East Zone ) or all-india basis Any incomplete or Ambiguous terms/conditions/quotes will result in disqualification of the offer. 7

8 15. REVISED PRICE BID: During the technical evaluation, Bank reserves the right for seeking clarifications / additional information /details from the responsive Courier Agencies. Further, the Bank reserves the right for seeking revised / supplementary information from the technically qualified Courier Agencies. However, unilateral submission / revision of financial bid or clarification/ information from the Courier Agencies without the Bank seeking for the same during the process will not be entertained. Approximate number of letters/parcels are about per year (The quantity of for letters indicated here for general information and no claim will be entertained if the quantities increase or decrease ) 16. No change whatsoever will be permitted in the technical bids after opening the quotes. 17. The bidder shall agree that until a formal agreement on stamp paper is prepared and signed, this tender shall constitute a binding contract between the tenderer and the Bank. 18. The Technical Bids submitted in response to this tender and written clarification submitted and correspondence exchanged with the bidder till the date of acceptance of bid shall form part of the contract document. The successful bidder, on acceptance of his bid by the Bank, shall, within 7 days from the date of intimation of acceptance, sign an Agreement on required stamp paper. 19. All the pages of tender document shall be sealed (stamped) and signed by Authorized signatory as token of having read the entire tender document and understood the instructions, terms & conditions etc. No changes whatsoever be permitted in the tender document and the tender submitted by the bidder shall be strictly as per Bank s format. 20. Pre bid Meeting: A pre-bid meeting will be held on at AM at CSD H O Manipal to clarify doubts or queries if any, of the bidders. The bidder shall give in writing the points on which clarifications are required by them, sufficiently in advance ie by positively. Clarification /details furnished by the Banks in writing alone shall be binding and shall form part of the tender document. Changes if any made in the tender conditions, consequent to the pre bid meeting will be informed to the bidders participated in the pre bid meeting besides uploading the corrigendum in Bank s website. However news paper advertisement notifying the corrigendum will not be published. Hence the bidder shall visit / see the Bank s website for changes made if any in the tender document consequent to pre bid meeting. 8

9 21 L1 rate means lowest rate quoted for all slabs or lowest rate quoted for Maximum slabs 22. Notwithstanding anything contained herein above, in case of any dispute, claim and legal action arising out of this Tender, the parties shall be subject to the jurisdiction of courts at Udupi, Karnataka, only. 9

10 GENERAL TERMS & CONDITIONS INTERPRETATION: In construing these conditions the specifications and Agreement, the following words shall have the meaning herein assigned to them except where the subject or context otherwise requires: Syndicate Bank or Bank or Purchaser : The term shall denote Syndicate Bank with its Head Office at Manipal and Corporate Office at Bangalore and any of its employees/ representative authorized on its behalf. 1 Tenderer / Bidder /. The term shall mean (Name & address of the tenderer) and their heirs, legal representatives, assigns and successors. 2. Work shall mean the work or works to be done under this contract, as detailed in the Scope of Work. 1. SCOPE OF WORK: The work is for transporting packets/parcels from the Communication and Service Division or any other Division/Department in Head Office situated at Manipal and other empanelled security Printers on a daily basis to the addressees as per instructions of the Bank. The services of the courier also may utilized by the Branch/Offices on terms and conditions mentioned in the Agreement. 2. SECURITY DEPOSIT: The security deposit shall be /- (Rupees Two lakh only) in the form of Fixed Deposit for a period of 24 months. 3. DELIVERY, LIQUIDATED DAMAGES: On acceptance of tender, Bank shall issue a Letter of Intent (LOI) to the successful bidder and the bidder shall accept the same within one week of the date of issue of LOI. Firm purchase order will be placed by the Bank, only after the successful bidder accepts LOI and enter into the Agreement as per Bank s format.(enclosed as Annexure 1) 4. Time is the essence for this contract. 5. At the time of collection of instruments, documents etc., the Courier Agency shall give an acknowledgement duly signed by the representative of the Courier company. 6. The Courier Agency shall ensure delivery of the documents, instruments etc., meant for the addressees against their acknowledgement. 10

11 7. The Courier Agency shall ensure absolute security, secrecy and confidential nature of the documents while offering its services and undertake to arrange that the parcels/documents are delivered in the same conditions duly closed and sealed as given to it by the Bank. 8. The Courier Agency shall through its accredited representatives carry the said parcels, documents by air/flight, surface transport in priority, having due regard to the expeditious dispatch of the documents and deliver the same to the addressee Office within the stipulated period as mentioned below: Within 24 hours within the station 48 hours within the State (both booking & delivery points located) and between Metros. Within 72 hours to all other places excluding North east states. Within 96 hours north east states. 9. In case of delay by the Courier Agency in delivering the documents/parcels in terms of clause (5) excluding Sundays and holidays either at the originating centre or at the destination, the Bank may without prejudice to any other steps it may take in this regard may impose penalty as under: i) Delay of one day 10% cut in charges payable; ii) Delay of more than one day up to 3 days 25% cut in the charges payable. iii) Delay of more than 3 days 100% penalty. The penalty shall be recovered by the Bank against settlement of their bills payable to the Couriers. However, Bank may at its discretion allow grace period upto 24 hours of delay, if it is satisfied about the explanation offered by the Courier Agency for the delay in delivery of documents/parcels. 10. The Courier Agency shall submit the acknowledgement or proof for having delivered the documents/parcels within the time stipulated in clause (8) above to the respective addressees to the Bank once in 30 days and Bank shall pay the charges to the Courier Agency on being satisfied that the deliveries have been accordingly made. The Bank shall not make payment where proof of delivery or confirmation of delivery is not submitted. 11. The agreed rates will be valid for 2 years from the date of agreement. In addition to the rates, GST as imposed by the Govt. of India shall be payable on the actual payment made. The penalty shall be recovered by the Bank against settlement of their bills payable to the Courier Agency. 12. The Bank shall make payment to the Couriers Agency on a monthly basis through NEFT and the Courier Agency will execute necessary stamped receipt. 13. The Courier Agency hereby agrees that the payments made by the Bank to them shall be subject to deduction of tax at source as per the relevant provisions of Income Tax in force. 11

12 14. The parties agree that this agreement will be in force from to for a period of 24 months subject to renewal of the same for further period/s on conditions to be mutually agreed upon between the parties. 15. The Courier Agency shall undertake to indemnify the Bank against any loss, damage, charge, expenses as the Bank may put to or suffered by the Bank on account of the delay, non-delivery, damage etc., by the Courier Agency in the performance of its obligations under this agreement excepting the loss, damage or delay caused due to acts of God or situations beyond the control of the Courier and civil commotion. 16. Bank shall make claims, if any, in writing (a) within 30 days from the date of payment of the relative bill, if the claim relates to shortage, damage or delay, (b) within 60 days from the date of acceptance of the documents/parcels by the couriers, if it relates to non-delivery of the documents/parcels by the Couriers. Any such claim lodged by the Bank shall be settled by the Courier Agency within a period of one month. 17. The Bank may for any reasons whatsoever or without assigning any reason discontinue the arrangement before the expiry of the period mentioned in this agreement by issuing a notice of 30 days to the Courier Agency. However, determination of this agreement shall not absolve the Courier Agency of its liability regarding the delivery of the documents/parcels entrusted to it in accordance with the directions as to the delivery in the meanwhile and any other claims lodged/to be lodged in terms of the above paragraphs. 18. ASSIGNMENT The whole of the works included in the contract shall be executed by the tenderer and shall not directly or indirectly transfer, assign or sublet the contract or any part, share or interest therein without written consent of the Bank. Notwithstanding the above, the decision of the Bank shall be final and binding on the Bidder. 19. WAIVER: Non-enforcement by either party of any of the provisions of this Contract shall not construe or constitute as a waiver of the provision itself or any subsequent breach thereof. The validity of the Contract shall not be affected, should one or more of its stipulations be or become legally invalid and such stipulation is severable from and not fundamental to the obligations of either party to this Contract. In such a case, the parties shall negotiate in good faith to replace the invalid clause by an agreed stipulation which is in accordance with the applicable Indian Law and which shall be as close as possible to the party s original intent. 12

13 20. STATUTORY AND OTHER REGULATIONS: The contract shall comply with all the statutory obligations of the Government of India / State Governments and local authorities applicable and the Bank shall not be liable for any action under the statutes applicable due to noncompliance of statutory obligations by the Courier Agency. 21. APPLICABLE LAW: The Contract shall be interpreted in accordance with the laws of India. Any dispute arising out of this contract will be under the jurisdiction of Courts of Law in Udupi. 22. JURISDICTION: This agreement shall be subject to the jurisdiction of the Courts in Udupi. 23. The Bank reserves the right to cancel the Bid at any time of the contract period without assigning any reasons. 24. The bidders shall inform the Bank in case of transfer of ownership of the Company. 13

14 FORMAT OF APPLICATION FORM From To THE ASST. GENERAL MANAGER SyndicateBank Communication & Services Division Head Office, Manipal Dear Sir, Rate contract for fixing Courier charges for a period of Two years from to Ref: Tender No. 01/2018 dated We wish to introduce ourselves as couriers and request you to register our firm/company in your Bank s panel of Couriers. We furnish hereby the required information about our firm/company and business: 1. a) Name of the firm/company and full addresses of Head Office and branch/office in Manipal/Udupi: Name: Address: b) Telephone No./Mobile No.: c) Constitution: d) Date of establishment: 2. a) Registration and License Number: b) Full name/s and addresses of Proprietor/ Partners/Directors: c) Name of the Bankers: d) Approximate investment in the business: 14

15 3. Name and addresses of branches/associates of the firm/company: Number of Offices/outlets/ collection Points throughout India: Centres Metros Number of Offices / outlets / Collection points Urban Semi Urban Rural Total 4. A. Number of Offices / outlets / Collection points throughout India (Zone wise) ZONE Number of Offices / outlets / Collection points SOUTH ZONE :- Kerala, Karnataka, Tamilnadu,Pondichery,Andhra Pradesh and Telengana WEST ZONE :- Goa, Maharashtra, Gujarath,Madhya Pradesh, Rajastan, Daman NORTH ZONE :- Delhi,Uttar Pradesh, Haryana, Punjab,Himachal Pradesh, Jammu and Kashmir,Uttarakhand EAST / NORTH EAST ZONE :-Odisha, West Bengal, Bihar, Jharkhand, Chhattisgarh, Meghalaya, Assam,Arunachal Pradesh, Tripura, Nagaland, Mizoram,Manipur,Sikkim Total 15

16 5. Whether the firm/company registered under CST/KST/GST: PAN No GST No 6. Whether your firm/company is empanelled with any other Bank/Institution? If so, please furnish details: Name of the firm Period 7. Whether you can ensure absolute security, safety, Secrecy and confidential nature of the documents? 8. Places where the delivery is made between 72 to 96 hours: 9. Places of your dominance (Zone): 10. If you fail to deliver the post within scheduled time, you are liable to be penalised with specified amount or percentage of fine except in case of force majure. Are you agreeable for this? 11. Are you prepared to deposit Earnest Money/Security to the extent decided? (say Yes or No) 16

17 12. Whether your representative will be able to visit the Bank Regularly on all working days to take/deliver the couriers? 13. Other informations, if any: (Please attach sheets, if necessary) Note: In the event of dispute on any issue, the legal process will be at Udupi. DECLARATION OF THE APPLICANT We hereby confirm that the information furnished herein above is true to the best of our knowledge and belief. You are free to call for confidential opinion from any one as also from our Banker as you deem fit. Yours faithfully, Place: Date: APPLICANT. 17

18 NAME OF THE COURIER: FORMAT FOR RATES / COURIER CHARGES Zone SOUTH Kerala, Karnataka, Tamilnadu,Pondichery Andhra Pradesh and Telengana (Other than Kerala and Andhra Pradesh ) SOUTH ZONE (Amount in. Rs) Upto 251 to 501 to gram s 751 to 1000 Addl. 250 Bulk Parcel- 5 Kgs. & above /KG By surface By Air WEST ZONE Upto to 500 WEST ZONE 501 to to 1000 (Amount in. Rs.) Addl. Bulk Parcel Kgs. & above/kg By surface By Air Goa, Maharashtra, Gujarath, Madhya Pradesh, Rajastan, Daman 18

19 3.NORTH ZONE North zone Upto to to to 1000 Addl. 250 ( Amount in. Rs.) Bulk Parcel- 5 Kgs. & above/kg By surface By Air Delhi,Uttar Pradesh, Haryana, Punjab,Himachal Pradesh, Jammu and Kashmir,Uttarakhand 4.EAST/NORTH EAST ZONE EAST/ NORTH EAST zone Upto to to to 1000 ( Amount in Rs) Addl. 250 Bulk Parcels - 5Kgs &above/kg By Surface By Air Odisha, West Bengal, Bihar, Jharkhand, Chhattisgarh, Meghalaya, Assam,Arunachal Pradesh, Tripura, Nagaland, Mizoram,Manipur,Sikkim Place: Date: (Applicant/ Authorised Signatory) 19

20 LETTER OF AUTHORISATION TO BID No.... Dated: / /2018 The General Manager SyndicateBank, General Administration department Communication Services Division, Head Office: Manipal Dear Sir, Sub: Letter of Authorisation to bid for empanelment of Courier Agencies We M/s... (Name and address of the principal) hereby authorize M/s.... (Name and Address of Agents), our Business Partner/Authorized Distributors/authorized person to submit a bid, and sign the contract on behalf of us for all the systems/goods required by the bank as called for vide the Bank s request for proposal reference no We hereby extend our full guarantee and warranty as per Clauses of Contract for the goods and services offered for supply by the above firm against this tender. Yours faithfully, (NAME) (Name of principal printer on whose behalf the proposal is submitted) Note: This letter of authority should be on the letterhead of the principal on whose behalf the proposal is submitted and should be signed by a person competent and having the power of attorney to bind the principal. It should be included by the Bidder in its bid. 20