Government of West Bengal Office of the Director General, West Bengal Fire & Emergency Services 13-D, Mirza Ghalib Street, Kolkata 700 016. Notice inviting e-tender Notice Inviting e-tender No. 22/2014-2015 of The Director General, West Bengal Fire & Emergency Services, West Bengal. Tender Reference No :- WBFES/DG/NIT-22/2014-15 D.G., W.B.F.&E.S., WB invites e-tender for the work detailed in the table below. (Submission of Bid through online) Sl. No. List of Schemes: Name of the work 1 Supply of Safety Goggles for West Bengal Fire & Emergency Services Earnest Money (Rs.) 2% of the cost involved Subject to maximum of Rs.1,00,000/-(Rupees One Lakh only) in favour of DG, W.B.F.&E.S., W.B. payable at Kolkata and SSI, NSIC, Govt. Co- Operatives are exempted from payment of EMD (with proper documentation as per Govt. norms) Period of Completion As per agreement or Work Order. Eligibility of Contractor As per the Terms & Condition mentioned 1) For e-filing, intending bidder may download the tender documents from the website http://wbtenders.gov.in directly with the help of his Digital Signature Certificate. Earnest Money may be remitted through Demand Draft /Pay Order/Bank Guarantee issued from any nationalized bank in favour of the DG, W.B.F.&E.S., WB, payable at Kolkata and also to be documented through e-filing. The original Demand Draft / Bank Guarantee against Earnest Money Deposit (EMD) should be submitted physically to the Office of The DG, West Bengal Fire & Emergency Services, West Bengal under sealed cover with effect from 03.12.2014 to 12.12.2014 (11Am to 4 Pm) 2) Both Technical Bid and Financial Bid are to be submitted concurrently, duly digitally signed, in the website. Tender documents may be downloaded from website and submission of Technical Bid and Financial Bid will be done as per Time Schedule stated in Sl. No. 5. 3) The Financial Bid of the prospective tenderer will be opened and considered only if the Technical Bid of the tenderer is found qualified by the Tender Committee duly formed, headed by the Director General, West Bengal Fire & Emergency Services, Government of West Bengal. The decision of the Tender Committee will be final and absolute in this respect. The list of Technically Qualified Bidders will be displayed in the website. 4) Eligibility Criteria for participation in the tender. Page 1
As per the Terms & Conditions supplied with the above mentioned e-tender. 5) Date and Time Schedule: Sl. Particulars Date & Time No. 1 Date of publishing of N.I.T. & Other Documents (online) 28-11-2014 2 Documents download start date (online) 28-11-2014 from 4 pm 3 Documents download end date (online) 26-12-2014 upto 4 p.m. Prebid meeting to be held at Office of the Director 02-12-2014 at 12.00 pm 4 General, West Bengal Fire & Emergency Services, 13-D, Mirza Ghalib Street, Kolkata 700016. 5 Bid submission start date (online) 03-12-2014 at 12 pm 6 Date of Submission of original copies for the Earnest 03-12-2014 from 12 pm to Money Deposit (offline) 12-12-2014 upto 4 pm 7 Bid Submission closing (online) 26-12-2014 upto 4 p.m. 8 Bid Opening Date for Technical Bids (online) 29-12-2014 at 12 pm 9 Date of Uploading list for Technically Qualified Bidders To be informed later. (online) 10 Date and Place for opening of Financial Bids (Online) To be informed later. 11 Date of uploading of finally selected list of bidders along with their offer rates(online) To be informed later. 6) Refund of EMD: The Earnest Money of all the unsuccessful tenderers deposited in favour of the concerned DG, West Bengal Fire & Emergency Services, will be refunded by him on receipt of application from tenderers. 7) Prospective applicants are advised to note carefully the minimum qualification criteria as mentioned in Instructions to Bidders and Terms & Conditions. 8) Conditional / Incomplete tender will not be accepted under any circumstances. 9) The intending bidders are required to quote the rate online only. 10) Before issuance of the Work Order, the tender inviting authority may verify the credentials and other documents of the lowest tenderer if found necessary. After verification, if it is found that the documents submitted by the lowest tenderer is either forged or false, work order will not be issued in favour of the said Tenderer under any circumstances. 11) Qualification criteria: The Tender Inviting and Accepting Authority will determine the eligibility of each bidder. The bidders shall have to meet all the criteria mentioned in the Terms & Conditions. Page 2
The eligibility of a bidder will be ascertained on the basis of the document(s) in support of the criteria as mentioned in Terms & Conditions and the declaration executed through prescribed affidavit in non-judicial stamp paper of appropriate value duly notarized. If any document submitted by a bidder is either forged or false, the eligibility of the bidder / tenderer will be rejected at any stage without any prejudice. General guidance for e-tendering: SECTION A INSTRUCTION TO BIDDERS Instructions / Guidelines for electronic submission of the tenders have been annexed for assisting the contractors to participate in e-tendering. i. Registration of Contractor: Any contractor willing to take part in the process of e-tendering will have to be enrolled & registered with the Government e-procurement System, through logging on with his DSC (Digital Signature Certificate); contractor is to click on the link for e-tendering site as given on the web portal (http://wbtenders.gov.in). ii. Digital Signature Certificate (DSC): Each Tenderer is required to obtain a Class-II or Class-III Digital Signature Certificate (DSC) for submission of tenders from the approved service provider of the National Informatics Centre (NIC) on payment of requisite amount. Details are available at the Website. DSC is physically given as a USB e-token. iii. The Tenderer can search & download N.I.T. & Tender Document(s) electronically from computer once he logs on to the website mentioned in Clause 1. using the Digital Signature Certificate. This is the only mode of collection of Tender Documents. iv. Submission of Tenders: Tenders are to be submitted through online to the website stated in Clause 1. in two folders at a time for each work, one is Technical Bid & the other is Financial Bid before the prescribed date & time using the Digital Signature Certificate (DSC). The documents are to be uploaded, virus scanned copy, duly Digitally Signed. The documents will get encrypted (transformed into non readable formats) automatically. v. Technical Bid: \ The Technical Bid should contain scanned copies of the following in two covers (folders). Page 3
(a) Statutory Cover should contain the following documents: 1) Concerned N.I.T 2) TECHNICAL SPECIFICATIONS 3) PRE QUALIFICATION APPLICATION FORM & AFFIDAVIT (b) Non-Statutory Cover should contain the following documents: 1) Pan Card, IT, Saral for the Assessment Year 2012-13, VAT Registration Certificate. 2) Registration Certificate under Companies Act. (if any). 3) Registered Deed of Partnership Firm / Article of Association & Memorandum. 4) Power of Attorney (for Partnership Firm / Private Limited Company, if any). 5) Tax Audited Report in 3 identical CD s along with Balance Sheet & Profit & Loss A/c for the last 3 (three) years (year just preceding the current Financial Year will be considered as year I). i. N.B.: Failure of submission of any of the above mentioned documents as stated in Sl. No. A.V.(a) and Sl. No. A.V.(b). will render the tenderer liable to be rejected for both statutory & non statutory cover. Page 4
Section - B NON-STATUTORY/TECHNICAL DOCUMENTS SHOULD BE ARRANGED/UPLOADED IN THE FOLLOWING MANNER Click the check boxes beside the necessary documents in the My Document list and then click the tab Submit Non Statutory Documents to send the selected documents to Non-Statutory Folder. Next Click the tab Click to Encrypt and upload and then click the Technical Folder to upload the Technical Documents. Sl. No. Category Name Sub-Category Description A Certificate(s) Certificate(s) B C Company Details(s) Credential Company Detail Credential 1 Credential 2 Detail(s) VAT Registration Certificate & Acknowledgement. PAN. Latest IT Receipt / Professional Tax. IT-Saral for Assessment Year 2011-12. Any other certificates as per terms & condition. Proprietorship Firm (Trade License) Partnership Firm (Partnership Deed, Trade License) Ltd. Company (Incorporation Certificate, Trade License) Society (Society Registration Certificate, Trade License) Power of Attorney(Deed), In all other cases(supporting documents ) As per Terms & Conditions. 1. Opening & Evaluation of Tender: If any Tenderer is exempted from payment of EMD, copy of concerned supporting documents needs to be furnished. 2. Opening of Technical Bid: Technical Proposals will be opened by the DSC holders or by their authorized representatives of West Bengal Fire & Emergency Services electronically from the website using their Digital Signature Certificate (DSC). 3. Intending tenderers may remain present if they so desire. 4. Cover (folder) for Statutory Documents will be opened first and if found in order, cover (folder) for Non-Statutory Documents will be opened. If there is any deficiency in the Statutory Documents the tender will summarily be rejected. 5. Decrypted (transformed into readable formats) documents of the non-statutory cover will be downloaded and handed over to the Tender Committee. 6. Summary list of technically qualified tenderers will be uploaded online. Page 5
7. Pursuant to scrutiny & decision of the Tender Committee, the summary list of eligible tenderers & the serial number of work for which their proposal will be considered will be uploaded in the web portal. 8. During evaluation, the committee may summon any of the tenderers & seek clarification / information or additional documents or original hard copy of any of the documents already submitted & if these are not produced within the stipulated time frame, their proposals will be liable for rejection. 2. Financial Bid 1. The financial bid should contain the following documents in one cover (folder) i.e. Bill of Quantities (BOQ). The Tenderer is to quote the rate online (Item wise) through computer in the space marked for quoting rate in the BOQ. The rate must be rate per single unit of that item, not for a large number of units. 2. EMD (Earnest Money Deposit). It should be in the form of Demand Draft, of a Nationalized Bank in favour of DG, W.B.F.&E.S., W.B. payable at Kolkata. SSI, NSIC, Govt. Co-Operatives are exempted from payment of EMD (with proper documents as per Govt. norms) with a forwarding letter to The Director General, West Bengal Fire & Emergency Services, 13-D, Mirza Ghalib Street, Kolkata 700 016. (duly scanned). 3. i) Only downloaded copies of the above documents are to be uploaded, virus scanned, & Digitally Signed by the contractor. Financial capacity of a bidder will be judged on the basis of information furnished. ii. Penalty for suppression / distortion of facts: If any tenderer fails to produce the original hard copies of the documents like Completion Certificates and any other documents on demand of the Tender Committee within a specified time frame or if any deviation is detected in the hard copies from the uploaded soft copies, it may be treated as submission of false documents by the tenderer and action may be referred to the appropriate authority for prosecution as per law. iii. Rejection of Bid: Employer reserves the right to accept or reject any Bid and to cancel the Bidding processes and reject all Bids at any time prior to the award of Contract without thereby incurring any liability to the affected Bidder or Bidders or any obligation to inform the affected Bidder or Bidders of the ground for Employer s action. iv. Award of Contract The Bidder whose Bid has been accepted will be notified by the Tender Inviting & Accepting Authority through Acceptance Letter / Letter of Acceptance. Award of contract will be uploaded on the portal and the Directorate website. Two hours before uploading the list of Qualified bidders in all respect, as well as the final contract awardee, Notice intimating this will be published in the portal http://wbtenders.gov.in as well as W.B.F. & E.S. website http://wbfes.in. Page 6
PRE-QUALIFICATION APPLICATION FORM To The Director General, West Bengal Fire & Emergency Services, 13-D, Mirza Ghalib Street, Kolkata 700 016. Ref : Tender for.. (Name of work) e-n.i.t. No. : (Sl. No. ) of the Director General, West Bengal Fire & Emergency Services. Dear Sir, Having examined the Statutory, Non-Statutory & N.I.T. documents, I / We hereby submit all the necessary information and relevant documents for evaluation. The application is made by me / us on behalf of... in the capacity of duly authorized to submit the application. The necessary documents admissible by law in respect of authority assigned to me / us on behalf of the firm for Application and for completion of the contract documents is attached herewith. We are interested for taking part in e-tender for the work(s) given in Enclosure to this letter. I / We understand that the Tender Committee reserves the right to accept or reject any Offer and to annul or suspend the Offer Process and reject all the Offer/Application without assigning any reason at any time prior to Award of Contract. Enclosure(s): e-filing: - 1) Statutory Documents. 2) Non-Statutory Documents. Date:. Signature of applicant including title and capacity in which application is made. Page 7
A F F I D A V I T (To be furnished in Court Stamp Paper of Rs.150/-) 1) I / We do hereby certify that all the statements made in the documents are true and correct to the best of my knowledge & belief. In case of any information submitted proved to be forged or false, the application may be rejected by the Tender Committee of the West Bengal Fire & Emergency Services and for that matter, objection / claim will not be raised by me / us. 2) I / We, also hereby certify that neither my / our firm M/s...... nor any of the constituent partners had been debarred to participate in tender / declared bankrupt by any Institution or Government and not been black listed by the Government or any other Organisation & has no deals under litigation with any Government Authority. 3) I / We would authorize and request any Bank, Person, Firm or Corporation to furnish pertinent information as deemed necessary and / or as requested by the Tender Committee of the West Bengal Fire & Emergency Services to verify this Statement. 4) I / We understand that further qualifying information / clarification / additional documents / original hard copy of any documents already submitted may be requested and agree to furnish any such information / clarification / documents / original hard copy at the request of the Tender Committee of the West Bengal Fire & Emergency Services within the stipulated time frame. 5) Certified that I / We have applied in the tender in the capacity of individual / as a partner of a firm and I / We have not applied severally for the same job.. Signed by Authorized Officer of the firm. Title of the Officer. Name of the Firm with Seal Date : Page 8
TERMS & CONDITIONS for procurement of Fire Appliances/Equipments. 1. Description of work: - As per specification. 2. Eligibility criteria to be fulfilled for participation in the e-tender. a) The Tenderer must be Registered Company of manufacture of the Fire vehicles/fabrication of fire vehicles (in case of fire vehicles) and authorized dealers /sole manufacturer for equipments & tools. b) The Tenderer shall have experience of at least 3 years for manufacturing of such equipments/to supply such equipment as Authorized Dealer/Bona fide Supplier. c) The Tenderer shall provide documents to the Director General, West Bengal Fire & Emergency Services relating to eligibility and adequacy of resources to carry out the work of supply of the Fire Equipments in strict compliance of the following Terms & Conditions of the Tender. d) State based S.S.I unit will be given price preference as per Govt. norms. 3.1 The rate should be quoted by the tenderer mentioning separately the basic price excluding all taxes/duties. 3.2 Rate must be quoted both in words as well as in figure. (Rate means cost of unit price in all cases) 3.3 The decision of the Committee in connection with Tender is final. This Tender may be cancelled at any time without giving any prior notice to Tender bidders. 3.4 Audited financial statement along with necessary documents for the last three years have to be submitted as proof as to the status of the Organisation. 3.5 Earnest money 2% of the cost of total items quoted subject to maximum of Rs.1,00,000/- (Rupees One lakh) only in form of DD/Bank Guarantee in favour of the Director General, West Bengal Fire & Emergency Services, 13-D, Mirza Ghalib Street, Kolkata-16 in original, which is refundable. 3.6 No interest shall be payable by the purchaser on the E.M.D. of the tender under any circumstances. 3.7 Enclosures to be submitted in favour of Tender bidder (duly certified by any Gazetted Officer): - a) Photocopy of Audited Balance Sheet of last Three financial years. b) Photocopy of Income/ Sales Tax submission documents of last financial year. c) Photocopy of current Trade License. d) Photocopy of PAN/TAN Card. e) Photocopy of Credential Certificates issued by Head of the Department of any Government Authority regarding successful supply to Government Department, if any. 3.8 Conditional Tender will not be considered. 3.9 An Affidavit of Rs.150/- Court Fee Stamp to be submitted by the Tenderer stating that the Tenderer has not been declared bankrupt by any Institution or Govt. and not been black listed by the Government or any other Organisation and thirdly has no deals under litigation with any Govt. Authority. 3.10 The Bidder should mention authorized service centre preferably in West Bengal of tendered items along with trained technicians from the manufacturers of the offered product. Name and Address with Documentary evidence of Service Centre to be submitted with the offer. Page 9
3.11 The manufacturer/authorized dealer will provide warranty for each item for a period of one year from the date of delivery to the Director General, West Bengal Fire & Emergency Services, West Bengal. Any kinds of defects if developed in the meanwhile, the same shall have to be replaced by the manufacturer/authorized dealer at his own cost and with instant effect. 3.12 The Tenderer must provide free training to the personnel/mechanics of the buyer for handling/operation/maintenance and minor repair of the tendered items. 3.13 Tender document will consist of Two separate parts Technical part & Financial part. 3.14 Tenderers have to make physical demonstration on a date fixed after opening the technical part (if called for). Failure on part of Tenderer to submit samples/make Demonstration whenever called for will lead to cancellation of his Bid. Samples are to be deposited at the Office of the Director General, West Bengal Fire & Emergency Services at 13-D, Mirza Ghalib Street, Kolkata-16. 3.15 All rates are to be quoted in favour of the Director General, West Bengal Fire & Emergency Services at 13-D, Mirza Ghalib Street, Kolkata-16. 3.16 The Offered Price should be valid minimum for one year. 4. Mere submission of offer is not a guarantee to accept tender and issuing supply order. Authority is also not bound to accept lowest tender bidder. All Appliances/Equipments are subject to verification by Technical Expert/Authority as per discretion of tender inviting authority on behalf of Government regarding maintaining of standard quality as per specification. 5. Tender issuing authority may impose additional terms and conditions in connection with the Tender. 6. Any canvassing regarding acceptance of any tender is strictly prohibited. If so found, offer of that Tenderer will be cancelled and Earnest money will be forfeited. 7. Successful Bidder will have to submit Security Deposit in form of bank Guarantee/D.D. in favour of the Director General, West Bengal Fire & Emergency Services, West Bengal at 13-D, Mirza Ghalib Street, Kolkata-16, amounting to 10% of the value of the order, offline and physically. Failure to submit Security Deposit in time will lead to cancellation of the order. 8. Supply Order will be cancelled and penalty may be imposed if there is any supply of inferior quality of materials/articles/willful violation of terms and conditions. 9. Decision of Tender issuing Authority is final. 10. All omissions and errors, if any, due to clerical mistake, to be corrected. 11. All original documents are required to be produced at the time of demand for verification. Page 10
12. TENDER LIABLE FOR REJECTION :- The offer is likely to be rejected if on opening it is found that A. The Tenderer has not strictly followed the procedure laid down for submission of offer. B. The Tenderer has proposed additional condition. C. Any page and/or addendum are missing. D. The Tenderer has made misleading or false representation if any of the forms, statements and attachment submitted in support of his fulfillment of eligible criteria. 13. CORRECTION OF ERRORS :- If there is any discrepancy between the offer quoted in figure and in words, the offer in words will be treated as offer. 14. RIGHT TO REJECT :- The Tender Committee reserves the right to accept or reject any offer and to annul or suspend the offer process and reject all the offer, without assigning any reason at any time prior to award of contract without any assurance for cost or consequently on the part of the offer. Sd/- Director General West Bengal Fire & Emergency Services Page 11