Petroleum Planning & Analysis Cell (PPAC)

Petroleum Planning & Analysis Cell (PPAC) (Ministry of Petroleum & Natural Gas, Government of India) 2 nd Floor, Core-8, SCOPE Complex, 7 Institutional Area, Lodhi Road, New Delhi - 110003 NAME OF WORK: Annual Maintenance Contract for Pest Control Services at Petroleum Planning & Analysis Cell (PPAC), Lodhi Road, New Delhi TENDER NO.: P/2/Admn.2014-15 DUE ON : 5.2.2015 at 15.00 hrs. SEAL Page 1 TENDERER SIGNATURE

Date 20.1.2015 To M/s Subject: Annual Maintenance Contract for Pest Control Services at Petroleum Planning & Analysis Cell (PPAC), Lodhi Road, New Delhi The tender document comprises of the following: 1) Guidelines to tenderers 2) General Terms and conditions of the tender 3) Terms and conditions for AMC for Pest control services 4) Price Bid Document 5) Instructions to tenderers You are requested to submit your competitive offer in-line with the instructions given in the above tender document. The envelope containing the price bid document duly sealed should be submitted in the Tender Box kept at reception of PPAC Office, on or before 1500 hrs. on 5.2.2015. The bids will be opened at 15.30 hrs. on 5.2.2015 in presence of the attending tenderers/bidders at the above mentioned address. All the enclosed tender documents shall form part of the bid. The tenderer should study all the tender document carefully before quoting. The Price bid alongwith other relevant documents should be submitted in sealed envelope only. Additional supplementary documents, if any, may be enclosed in the envelope. Thanking you, For Petroleum Planning & Analysis Cell (P. Gaur) Jt. Director (Admn.) SEAL Page 2 TENDERER SIGNATURE

TABLE OF CONTENTS S. No. Description Page No. 1 Cover Page 1 2 Letter addressed to Tenderer 2 3 Table of contents 3 4 Notice Inviting Tender 4 5 Guidelines to Tenderer 5 Annexure-A General Terms and conditions of the tender 6 Annexure-B Annexure-C Terms & Conditions of the AMC for Pest Control Services Price Bid Format(Price to be quoted and submitted in original) 7-8 9 Annexure-D Instruction to Tenderers 10-11 SEAL Page 3 TENDERER SIGNATURE

Ref. No. P/2/Admn./2014-15 Date: 20.1.2015 Notice Inviting Tender PPAC invites sealed Tender for Pest Control Services S. No. Tender No. Description of Work Date and Time of Closing Date and Time of Opening 1 P/2/Admn. 2014-15 AMC for Pest Control Services 5.2.2015 15.00 hrs. 5.2.2015 15.30 hrs. Tenders alongwith price bid will be opened on due date and time in presence of attending tenderers / bidders at the above mentioned address. ( P. Gaur ) Jt. Director(Admn.) SEAL Page 4 TENDERER SIGNATURE

1. SUBMISSION OF TENDER GUIDELINES TO TENDERERS 1.1 Tender document should be sealed properly. The envelope should not be in open. In case the envelopes are not sealed properly bids are liable to be rejected. The envelope should bear the address of the tenderer. 1.2 Do not write deviations or conditions in Price Bid. In case any condition is indicated in Price Bid, the same will not be considered & Bid will be rejected. 1.3 It is mandatory for every tenderer to fill all the documents as set out in the tender document irrespective of their earlier association with PPAC. 1.4 All the pages shall be initialled by tenderer with seal. All entries must be in permanent ink or typed. No alteration in the tender will be allowed after opening. 2. PRICE BID: 2.1 The Original price Bid should be put in the Envelope where in the actual price has to be quoted. 2.2 No revision of terms or increase in rates will be allowed during the consideration of this tender. 2.3 The price should be quoted in Indian rupees only. 2.4 The bidder should quote their lowest net and firm price. Only statutory taxes will be paid on actual as applicable. Apart from the above mentioned no separate charges shall be paid. 3. OPENING AND CLARIFICATION OF BIDS : 3.1 The bids shall be opened at the specified date and time mentioned in the tender document in the presence of attending bidders. 3.2 To assist in the scrutiny, evaluation and comparison of bids, PPAC may, at their discretion, request clarifications on the bid from the tenderer before opening of the price bid. 3.3 The bidders are advised not to enclose unwanted and uncalled for documents with the tender. Any such documents if received shall not be considered. 4. Documents to be enclosed with the Tender: 4.1 Letter of Authorisation for authorising the person for signing the tender document. 4.2 Complete Price tender document in original duly filled-in and signed and stamped on each page. SEAL Page 5 TENDERER SIGNATURE

GENERAL TERMS AND CONDITIONS OF THE TENDER Annexure-A 1. Validity of the offer : Minimum 3 months from the bid closing date 2. Site of the delivery/ : Petroleum Planning & Analysis Cell Service required 2 nd Floor, Core-8 Scope Complex Lodhi Road, New Delhi-110003 3. The required services for Pest Control Services is required to be provided by the party and the details of the same are given in Annx.B 4. PRICES a) The prices quoted must be firm in the format given at Annexure C. The vendor is required to give the prices as required in price bid document. All taxes as applicable will be paid extra. b) No escalation of prices will be permitted, except for statutory taxes for any reason whatsoever. 5. PAYMENT TERMS Payment for the material delivered / Payment for the services provided will be made through ECS/RTGS or NEFT within 14 days from the date of receipt of bill at PPAC. Upon acceptance of Tender, RTGS or NEFT details will be collected from the lowest bidder for payment purposes. 6. COST OF BIDDING: The bidder shall bear all costs associated with the preparation & submission of bid. 7. BIDDING DOCUMENTS: The bidder is expected to examine all instructions, forms, terms and conditions in the bidding documents. The invitation to bid together with all its attachments thereto shall be considered to be read, understood and accepted by the bidder, unless deviations are specifically stated by the bidder. PPAC may seek clarification from the bidder on deviation but PPAC reserve the right to reject the same. 8. AMENDMENT OF BIDDING DOCUMENTS: At any time PPAC may modify the Bidding documents by amendment thereto. The amendment will be notified in writing and will be binding on bidders. 9. PPAC takes no responsibility for delay, loss or non-receipt of tender documents sent by post/courier/fax etc. including those received late or incomplete and reserves the right to cancel such tender enquiry. PPAC will not be obliged to meet and have discussions with any party or to hear representations. 10. PPAC reserves the right to accept or reject any or all bids without assigning any reason thereof. 11. JURISDICTION During the contract period, in case of any dispute or differences arising under and out of, or in connection with the contract, the decision taken by the management of PPAC will be final & binding. 12. INDEMNITY The party will indemnify, protect and save the PPAC against all claims, losses, costs, damages, expenses, action suits and other proceedings in respect of the material supplied by him. SEAL Page 6 TENDERER SIGNATURE

Annexure-B TERMS & CONDITIONS OF AMC FOR PEST CONTROL SERVICES 1. The rates quoted would be valid for a period of two years from 1.4.2015 or from the date of awarding the contract. The contract can be further extended for a period of one year depending on satisfactory performance of the party and at the discretion of Petroleum Planning & Analysis Cell. Further, the contract can be terminated by PPAC by giving one calendar month s notice at any time without assigning any reason thereof. If your work is not found satisfactory, it would be entrusted to any other party at your risk and cost. In this regard, the decision of PPAC shall be final and binding upon you. 2. The quoted rates must be firm and valid for entire contract period and even for extended period, if any. 3. Your firm should have necessary license(s) to carry out the Pest Control jobs and qualified / licensed employees to attend the job. 4. You will perform pest control jobs on fortnightly basis. You should use excellent quality branded materials for pest control services which eliminates pests, mosquitoes, termite treatment etc. 5. Payment shall be made at the beginning of the next quarter upon submission / receipt of the bills. TDS shall be deducted as per Income Tax Act directly from your bills. 6. In the event of any injury or loss of life / limb of any of your employees while they are on duty in our premises, you shall indemnify and keep indemnified PPAC from and against any and all claims that may be in this connection. 7. PPAC has no liability whatsoever concerning the persons deployed by you for the purpose and you have to ensure that the persons deployed by you are not indulged in any illegal / unlawful activities. 8. There shall not be any employer-employee relationship between PPAC and the personnel deputed by you. You shall comply with all Acts, Laws or other Statutory Rules, Regulations, Byelaw applicable or which might become applicable to the Union Territory of Delhi with regard to the performance of the work included herein or touching upon this contract, including but not limited to the Minimum Wages Act, 1948, Contract Labour (Regulations & Abolition) Act of 1970, Industrial Dispute Act, 1947, Workmen Compensation Act 1923, ESI Act 1948, Delhi shop & Establishment Act 1954, Provident Fund & M.P. Act,1952 and take such steps as may be deemed necessary in this regard from time to time. You shall keep PPAC indemnified against all penalties, claim and liabilities of every kind for any violation of such Acts, Laws or Regulations etc. by you, or your agents or your staff. SEAL Page 7 TENDERER SIGNATURE

9. The party should have Service Tax Registration number and PAN number and Insecticide License. They should submit copies of these documents alongwith their offer. Their offers will be summarily rejected if copies of Service Tax Registration number, PAN number and Insecticide License is not submitted alongwith their offer. 10. PPAC shall not be responsible for any compensation payable due to accident or otherwise to any of your workmen. 11. In case of any dispute, the decision of the Management of PPAC shall be final and binding upon you. 12. You will accept full and exclusive liability for the wages, PF, Bonus, Medical Leave, Accommodation, Conveyance, Weekly off, OT and any other claims / damages for the personnel deployed by you for the job mentioned herein including any statutory obligations under the law now and hereinafter imposed by the Government or local bodies. 13. No cutting / overwriting will be accepted in the quotation. In case of any cutting / overwriting in the quotation that should be duly signed by the party. 14. Any counter condition will be liable for the rejection of the tender. SEAL Page 8 TENDERER SIGNATURE

Annexure-C PRICE BID To The Jt. Director (Admn) PPAC 2 nd floor, Core-8, Scope Complex, 7, Institutional Area Lodhi Road New Delhi.-110 003. Rates quoted for carrying out Pest Control Job in PPAC Office for the period April,2015 to March, 2017 Sl. Item No. 1 For carrying out Pest Control in PPAC office of about 20,000 sq.ft (to be carried on fortnightly basis) Rates per month (Rs.) Taxes will be paid extra as applicable. We are agreeable to the terms & conditions as contained in the enquiry letter. Date : Place : Signature.. Name.. Address... Telephone No Note : As mentioned at S.No.9 of Annx.B, parties are advised to submit copies of the service tax registration number, PAN number and Insecticide License alongiwith price bid without which the same shall not be considered. SEAL Page 9 TENDERER SIGNATURE

Annexure-D INSTRUCTIONS TO TENDERERS (Indigenous) 1. Tender Document shall remain the property PPAC. 2. The tender papers shall be completely filled in, and shall be submitted with requisite information and Annexure. Any tender incomplete in particulars shall be liable to be rejected. 3. Signing of tender: All pages of the tender shall be signed by the tenderer or his duly authorized persons by enclosing the original authorization copy. 4. Tender and all correspondence/document relating to tender shall be typed/ hand written in English language only. 5. If the space in the tender form or any schedule or Annexure thereto is insufficient, additional pages shall be separately added. These shall be page numbered and shall also carry the tender documents number and shall be signed by the tenderer. 6. PPAC reserves the right to reject, accept or prefer any tender or abort the tendering process without assigning any reasons whatsoever. 7. The tenderer shall quote on the terms and conditions of the tender documents without addition subtraction, amendment or substitution or other deviation there from to and without inter-partition of any other sale condition(s) of the tender. 8. The sealed tender must reach the tender receiving authority at the address specified before time limit specified therein. Any tender received after the date and time for submission of tender prescribed in the tender will be liable for rejection. 9. The price bid will be considered for evaluation and no cognizance will be given to the supplementary supporting document attached to the price bid as breakup of prices. 10. Corrections and alternations - Correction/alternation should be avoided however if it become unavoidable then entry to be corrected/ altered should be neatly cancelled by drawing a line through it and making clearly and neatly the revised/corrected entry as close to the cancelled entry as possible and unambiguously authenticated by the tenderer by his full signature. Overwriting and /or erasing with or by the application of correcting/ erasing fluids will not be permitted and shall render the tender for rejection. 11. Rates to be in figures and words (If required)- Tenderer shall quote in firm figures on terms and conditions of tender and without addition, subtraction, amendment or substitution or other deviation there from. Each figure stated shall also be repeated in words (if required). In case of difference in figures and words in the price bid, then price mentioned n words will be taken as final offer. 12. Any effort by a bidder s agent/ consultant or representative to influence PPAC in any way concerning scrutiny/consideration/evaluation/comparison of the bid or decision concerning award of contract shall entail rejection of the bid. 13. Each tenderer/ bidder shall give a declaration that he/it/they/ is/are not under any holiday/ blacklist declared by any department of the State or Central Government or by any other Public Sector Organization and that there is no inquiry in respect of any corrupt or fraudulent practice pending against him/it/them. SEAL Page 10 TENDERER SIGNATURE

a) In case he/it/they are under any such list or any inquiry is pending, he/it/they shall in the declaration give full details thereof. Such declaration in respect of a partnership firm or association of persons shall cover every partner or member of association, and in the case of Company, shall cover every Director and Principal Shareholder of the Company and any Holding Company and/or subsidiary Company(ies) if any. b) If a tenderer is on any such List or if any such inquiry is pending against it/him/them or if the Bidder makes a false declaration, the PPAC reserves the right to reject the Bid, and if the Bid has resulted into a contract, the contract is liable to be terminated. 14. All information disclosed to the tenderer by way of tender document should be considered as confidential and shall not be disclosed to any party except as necessary for carrying out the supply/work. Necessary action on violation will be taken in addition to his becoming liable to be Holiday listed. 15. Collusive or fraudulent tenders in case it appears to PPAC, after examining the tenders received, that any 2(two) or more tenderers are collusive or otherwise manipulated to the disadvantage to PPAC and against the spirit of ethical competition, PPAC reserves the right to summarily reject such tenders. It shall not be incumbent on PPAC to prove any collusion or other malpractice in this regard. 16. Tenderers should super-scribe on all the mailing envelopes tender No, & due date. 17. Telephonic / Fax / E-Mail / open price bid shall not be acceptable. 18. It is being informed to the tenderer that invitation against our three consecutive limited tender enquiries if not responded, and then name of the tenderer will be removed from the list of contractor/vendor for a period of one year. In case of regret letter, reason of no quoting should be mentioned there at. (Applicable in case of limited tender only) SEAL Page 11 TENDERER SIGNATURE