TENDER DOCUMENT For Consultancy for ISO 9001:2008 Certification Tender Reference Number: 15-5/2012-Lib. Dt. 09.08.2012 Government of India SOUTHERN REGION FARM MACHINERY TRAINING & TESTING INSTITUTE Tractor Nagar, PO: Garladinne 515 731 District: Anantapur (A.P.)
1 Government Of India Southern Region Farm Machinery Training & Testing Institute Garladinne-515 731 Dist.Anantapur(A.P.) Phone&Fax:08551-286441 NOTICE INVITING TENDER NIT No.15-5/2012-LIB. Date: 09.08.2012 The Director,Southern Region Farm Machinery Training&Testing Institute, Garladinne, Dist.Anantapur (A.P.) invites tenders from the authorized consultancy services for obtaining ISO- 9001 certification for the Institute. Schedule to the invitation of Tender 1. Time and Last date of issue of Bid Document 2. Time and Last Date of depositing tender/bid 2.30 P.M. 03/09/2012 3.00 P.M. 03/09/2012 3. Time and date of opening of Bid 3.30 P.M. 03/09/2012 4. Minimum Validity of tender offer 90 days from the date of opening Blank tender form can be obtained by submitting an application along with the price of bid documents of Rs. 500/-(Rupees Five hundred only) payable by Demand Draft in favor of "DIRECTOR,SRFMT&TI,GARLADINNE" payable at State Bank of India, Anantapur. The tender forms are non transferable. The tender forms can also be downloaded from the website-www.srfmtti.dacnet.nic.in. If the form is downloaded from the website, the price of the tender documents has to be paid by Demand Draft separately along with the documents for the technical bid. The tender forms can also be obtained in person from the office of the Institute on all working days. The Director reserves the right to accept or reject any tender offer without assigning any reason thereof. Sd/- DIRECTOR
2 1. Southern Region Farm Machinery Training and Testing Institute is working under the Government of India, Mechanization & Techonology division of Ministry of Agriculture, Dept.of Agriculture&Cooperation. The total strength of the organization is about 70 and comprises of various wings like Training, Testing, Farm and Admn. The administrative head is Director. There is extensive office computerization with around 25 users. This Institute is planning to avail of consultancy services for obtaining ISO 9001:2008 certification. 2. DEFINITIONS: i. ii. iii. iv. "The Purchaser" means Director,SRFMT&TI. "The Tenderer / bidder" means the company that participates in the tender and submits its bid. "The services" means all the services which the bidder is required to provide to the Purchaser under the contract. "Letter of Intent (LOI)" means the written communication to the successful tenderer of the intention of the purchaser for the purchase of services as per the purchase / work order read with the tender documents. v. "Purchase / Work Order" means the written order signed by the Purchaser for the purchase of goods/services after the LOI has been accepted by the successful bidder. It shall include all the attachments and appendices thereto and all the documents incorporated by the reference therein. This along with the letter of Intent and tender documents shall constitute the contract. vi. "The Contract Price" means the price payable to the tenderer under the Purchase / Work Order for the full and final compliance of his contractual obligations. 3. ELIGIBILITY CONDITIONS TO BID i. The tenderer should have an experience of at least 3 years in the Quality Management Consultancy sector. ii. The consultancy organization shall have an office in INDIA iii. The consultancy organization shall have the desired experience and shall have successfully completed consultancy services (where the Client organization has successfully obtained certificate of ISO 9001:2000 or ISO 9001:2008) for at least one state Govt. /Central Govt. organization with a total staff strength of not less than 100 employees during last three years
3 (Please enclose completion letter from any one state Govt. /Central Govt. organizations where consultancy for Quality Management System has been successfully completed (Clients organization has successfully obtained certificate of ISO 9001:2000 or ISO 9001:2008). Also mention name, designation, address and telephone no. of the contact office from whom the details can be verified). 4. EXPENDITURE ON TENDERING The bidder shall bear all the costs associated with the preparation and submission of his bid(s). The Purchaser, will in no case, be responsible or liable for any cost(s), regardless of the outcome of the bidding process. 5. THE TENDER DOCUMENTS The bidding procedure, terms & conditions of the contract and the services proposed to be purchased are described in the tender documents. The bidder shall examine all the forms, instructions, terms & conditions and specifications in the tender documents. The failure to furnish all information required as per the tender documents or submission of bids not as per the tender document shall be at the bidders own risk and liable to rejection. 6. CLARIFICATION OF TENDER DOCUMENTS A prospective bidder, requiring any clarification(s) of tender documents may notify the Purchaser in writing by post at the Purchasers mailing address or deliver in person at least three days before the date of pre-bid conference. The terms and conditions given in the tender document, if in conflict with other terms given in tender document, should be brought to the notice of the Purchaser & clarifications sought. The prospective bidders should attend pre-bid conference for their clarifications, if any. Only such prospective bidders shall be allowed in the pre-bid conference that has purchased the tender documents from the purchaser. All the prospective bidders must register their name and other particulars before the start of pre-bid conference. No request for clarifications shall be entertained after pre-bid conference. 7. AMENDMENT TO THE BID DOCUMENTS The purchaser, for any reason, whether at its own initiative or in response to the clarification(s) sought by the prospective bidder(s) may, at any time, prior to the last date for submission of the bids amend the bid documents. All such amendments shall be notified in writing or fax to all the prospective bidders who have purchased the tender documents. These modifications / amendments shall be binding on all concerned. To allow the prospective bidders reasonable time for preparing the bids after taking into account the modification(s) /amendments, the purchaser, at its discretion, may extend the date for submission of the bids. 8. PREPARATION OF BIDS 8.1 TECHNICAL BID: The technical bid prepared by the bidder shall comprise of the following documents:
4 i. The bidder shall provide documentary evidence that it meets all the eligibility conditions as given in Para 3. Please enclose all the documents as required in Para 3 (i to iii) in absence of which the purchaser shall treat the Tenderer as having no /inadequate capability and therefore not eligible for taking up the work of this tender. The purchaser reserves the right to verify the correctness of such details provided by the Tenderer in whatever manner it considers fit and appropriate. ii. The bidder shall properly fill, sign and stamp all the documents as per the formats given in the annexures provided along with the tender document. iii. The bidder shall furnish as part of his bid, all supporting documents self attested as "True Copies" and duly signed & stamped by authorized signatory of the company and duly attested by any Gazetted officer / Notary Public which shall establish the conformity with the tender documents and goods/services asked. iv. Bid Security /Earnest Money in accordance with clause 9. This should be enclosed with Technical Bid v. Copy of bidders PAN no. vi. All the above Annexures and their supporting documents are part of "Technical Bid" 8.2 PRICE / COMMERCIAL BID Commercial bid shall be enclosed in separate envelop and not with technical bid. The bidder shall complete the Commercial bid in manner prescribed in the format enclosed in the tender document only, clearly indicating the price for each stage of work. All taxes and levies should be included in this price. The bid submitted with conditional prices shall be rejected. The prices should be given in figures and words. No overwriting is allowed. No travel expenses, Boarding & Lodging or any other expenses will be given to the bidder or their staff for execution of the tender. If there is a discrepancy between words and figures, the amount in words shall prevail. 9. BID SECURITY /EARNEST MONEY i. The Bidder shall furnish, as part of his bid, a Bid Security /Earnest Money for Rs. 5000 (Rupees Five thousand only). ii. The Bid Security /Earnest Money is required to protect the Purchasers interests against the risk of bidders conduct, which would warrant forfeiture of the security pursuant to the clause 9. iii. The Bid Security /Earnest Money shall be furnished as follows: a. A Demand draft issued by a Nationalized/Scheduled Bank approved by RBI and made in favour of the Director,SRFMT&TI payable at SBI, Anantapur(A.P.). iv. No bidder shall be exempted from the requirement of Bid Security /Earnest Money. v. A bid not secured in accordance with Para 9 shall be summarily rejected at the time of bid opening as a non-responsive bid. vi. The amount deposited as Bid Security /Earnest Money shall carry no interest during the entire period it remains with the purchaser.
5 vii. The Bid Security /Earnest Money of the unsuccessful bidder(s) shall be refunded only after the successful completion of the tender process. viii. The Bid Security /Earnest Money of the successful bidder(s) shall be retained by the purchaser till the tenderer accepts the purchase order and deposit performance security/bank guarantee ix. On specific request by the tenderer whose tender is accepted and on acceptance of request by the Purchaser, Bid Security /Earnest Money may be adjusted in performance security after acceptance of purchase order by the Tenderer. x. The Bid Security /Earnest Money shall be forfeited : - a. If a bidder withdraws his bid during the period of bid validity as specified by the bidder on the Bid form OR b. In case of a successful bidder, if the bidder fails to sign the contract in accordance to the relevant clauses of the tender document(s). OR c. If the information / documents furnished by the bidder are found to be untrue or false or manipulated. 10 PERIOD OF VALIDITY OF BIDS 10.1 A bid shall remain valid for 90 days after the date of opening of technical bid(s). A bid valid for a shorter period shall be rejected. 10.2 In exceptional circumstances, the Purchaser may seek the bidders consent for extension of the period of validity of bid(s).the request and the responses there to shall be made in writing. The Bid Security /Earnest Money provided under clause 9 shall also be suitably extended. A bidder shall however, has the right to refuse for an extension without any risk to his Bid Security /Earnest Money. A bidder conceding to the request for extension of time shall, however, not be permitted to modify his bid. 11 FORMATS AND SIGNING OF BID 11.1 Format of Bid i. The original and all copies of the Bid shall be typed or neatly written and signed by the bidder or a person or persons duly authorized to bind the bidder to the contract. All pages of the bid shall be signed by the person or persons signing the bid. ii. The bid shall contain no erasures or overwriting except as necessary to correct any errors made by the bidder in which case such corrections shall be signed by the person or persons signing the bid. 11.2 Signing of Bid i. Individuals signing the bid or the other documents connected with the contract shall indicate their full name below their signatures. He/They shall also specify whether he/they is/are signing as: - a. Director of the Company. b. Employee of the Company nominated as Constituted attorney through power of attorney.
6 ii. A person signing the bid form or any document forming the part of the contract on behalf of the company shall be deemed to be having authority to sign the document. If however, found to be otherwise, the purchaser, may, without prejudice to other civil and criminal remedies, cancel the contract at the risk and cost of such person and hold him liable for all costs and damages arising from the cancellation of the contract including any loss which the purchaser may suffer on account of execution of contract/intended contract. 12 SUBMISSION OF BIDS i. The bidder shall submit all the documents as per para 8.1 along with Bid Security /Earnest Money in one sealed envelope marking it as the Technical Bid and the Commercial bid (As per para 8.2) in separate sealed envelope. The two bids will further be sealed in an outer envelope and a.shall be addressed to the Purchaser by Name at the address given below. The Director, Southern Region Farm Machinery Training & Testing Institute Garladinne-515 731 Dist.Anantapur(A.P.) b. Shall mention the name of work/services bid for and the words DO NOT OPEN BEFORE 1400hrs on 03.09,2012 c. The inner and the outer envelopes shall also bear the name and address of the bidder at the lower left hand corner. d. The tenders can be delivered by Regd. post/in person. The responsibility for ensuring that the bids are delivered in time and at the correct address shall rest solely with the bidder(s). e. Bids delivered in person shall be submitted to the Director on or before the last date and time mentioned in the "Notice inviting Tender." The purchaser shall not be held responsible in any way about the bids that are delivered elsewhere and/or after the last date and time for receipt of bids. f. The Purchaser shall assume no responsibility for the misplacement of the bid(s) or premature opening thereof if the outer envelop is not sealed and marked under Para 12(I)a, 12(I)b, 12(I)c. 13 LAST DATE AND TIME FOR SUBMISSION OF BIDS i. All bids shall be received by the Purchaser not later than the date and time specified in the notice inviting the tender. ii. The Purchaser may, at its discretion, extend the date and time for the submission of bids by amending the Bid Documents in accordance with clause 7 in which case all
rights and obligations of the Purchaser and bidders shall be subject to the extended date and time. iii. Any bid received after the specified date and time for submission of bids shall be rejected. 14 MODIFICATON(S) OR WITHDRAWAL OF BIDS The bidder(s) cannot modify or withdraw the bid after submission of bid. 7 15 BID OPENING i. The Technical bids shall be opened as per the date given in advertisement in the presence of such bidder(s) constituted attorney or their authorized representatives who may be present. The bidder(s) constituted attorney or the authorized representative(s) who are present shall sign an attendance register. The authorized representative(s) of the bidder(s) shall submit letter(s) of authority along with their photograph, before they are allowed to sign the attendance register and participate in the bid opening. Any request for extension of time for submission or opening of tender shall not be entertained due to any reason whatsoever given by any tenderer(s). ii. For any Bidder not more than two (2) persons shall be allowed to attend the bid opening. iii. Only Technical Bid will be opened on the date specified for the opening of the bid in NIT. Commercial bid will be opened on the specified date which shall be conveyed to the bidders whose technical bids shall qualify preliminary evaluation. 16 SUMMARY REJECTION OF BIDS One or more of the following reasons/omissions will render a bid liable to summary rejection: i. Bid received late. ii. A bid not accompanied by required Bid Security /Earnest Money along with Technical bid as required by clause 9 iii (a). iii. Bid from the bidder who does not purchase the bid document from the purchaser. iv. The bid(s) of those bidder(s) who do not have adequate facilities and capabilities as given in eligibility conditions to bid (clause 3 of annexure A). v. A bid, from an authorized bidder, not accompanied by a documentary proof establishing itself eligible as per clause 3 of annexure A. vi. Bid received unsealed. vii. Conditional bid or bid received with validity for a short period than prescribed in clause 10.1. viii. Bid in which details have not been quoted in the manner specified in the bid form. ix. Non-receipt of clarification in time as required under clause 17 below. x. Influencing the evaluation of bids vide clause 18 below. xi. Not providing the information as per the formats given along with the bid document. xii. The Purchaser reserves the right to disqualify such bidders who have a record of not meeting the contractual obligations against earlier contracts entered into with the Purchaser or with other state or central govt. organization(s).
8 17 CLARIFICATIONS OF BIDS In the process of the examination, evaluation and comparison of bids, the Purchaser may, if necessary ask the bidder(s) for clarifications of the bid(s). The request for such clarification(s) and the response thereto shall be in writing and in time frame as mentioned by purchaser. In case of no response from a bidder his bid is liable to summary rejection. 18 INFLUENCING THE EVALUATION OF BIDS & AWARD OF CONTRACT No bidder shall attempt to influence the Purchaser on any matter(s) relating to the tender. Any attempt to influence the purchaser, through any person whomsoever and in any manner whatsoever, in the submission, evaluation and comparison of the bid(s) and in award of the contract shall result in summary rejection of the bid(s) of such bidder(s). 19. EVALUATION OF TECHNICAL BIDS i. To determine eligibility of the technical bid, clause-by-clause compliance shall be evaluated in respect to the documents submitted in technical bid. ii. The purchaser reserves the right to verify any or all the documents submitted by the tenderer. If the information / documents furnished by the tenderer is found to be untrue or false or manipulated, the bid shall be liable to be disqualified and the earnest money accompanying the bid will be forfeited. Further, the purchaser reserves the The purchaser also reserves the right to take appropriate legal action as well. ii. The Purchaser may waive minor non-conformance or irregularity(s) in a bid that does not constitute a material deviation or when enough number of complying bids are not available. iv. Only those bidders who shall qualify the preliminary evaluation of technical bids and are found to be provisionally eligible shall be invited by the Institute for opening and evaluation of commercial bids which shall be held by the Institute on specified date. 20 COMMERCIAL EVALUATION OF ELIGIBLE BIDS i. The ranking in respect of price shall be based on the all inclusive prices of services offered i.e., inclusive of all taxes and levies. ii. The qualifying Bid Offers would be ranked in the ascending order of the total Bid price quoted; with the Bidder quoting the lowest figure ranked first, the Bidder quoting the second lowest Bid offer second and so on. iii. The Bidder quoting the lowest Bid offer will be called by the purchaser for verification of all the original documents submitted by the bidder. The purchaser reserves the right to verify the correctness of such details provided by the tenderer in whatever manner it considers fit and appropriate. In case the original documents are found to be true and
details of consultancy work(s) completed by the tenderer as satisfactory then the purchaser shall consider the award of the contract to the bidder. v. In case the documents or information provided by the lowest bidder is not true and/or satisfactory then the second lowest bidder shall be invited for the verification of all the documents. This exercise may be done in the ascending order till the last bidder. 9 21 RIGHT TO ACCEPT/REJECT ANY OR ALL BIDS The Purchaser is not bound to accept the lowest or any other Bid and reserves the right to accept or reject any Bid, and to annul bidding process and reject all bids, at any time prior to the award of the contract without assigning any reason(s) whatsoever and without thereby incurring any liability towards the affected bidders on the ground. Since this is a specialized and time bound project the purchaser can place work order to eligible and commercially suitable tenderer even if a single bidder survives in the tender process after the technical evaluation. 22 NOTIFICATION TO THE SUCCESSFUL BIDDER(S) Before the expiry of the validity of bid, the Purchaser shall notify the successful bidder(s), in writing by registered letter or by fax (to be confirmed in writing by registered letter) about the acceptance of the successful bid(s). 23 LETTER OF INTENT (LOI) i. The Letter of Intent shall constitute the intention of the Purchaser to place a Purchase/ Work Order on the successful bidder(s). ii. The Bidder shall, within 15 days of the receipt of the LOI, shall sign the agreement with purchaser. 24 MAINTENANCE SERVICES The supplier who shall provide consultancy services till certification audit shall also be required to provide the maintenance of the supplied goods /service after successful certification of ISO 9001:2008. After successful award of certificate by the certification body, the supplier shall be required to provide annual maintenance support for three years depending upon the progress and requirement of Institute so that continual improvement can be done and Institute shall clear the annual surveillance audit successfully. 25 RIGHT TO CANCEL THE CONTRACT The Purchaser shall have the right to cancel the contract wholly or in part in the event he is obliged to do so on account of any decline, diminution, curtailment or stoppage of the work(s). In that event, this will be mutually discussed and settled depending upon the progress of work. 26 PATENT RIGHTS The Supplier shall indemnify the Purchaser against the actions of infringement of Patent, Trademark or Industrial Design Rights arising from use of the goods/services or any part thereof in India.
10 27 PERFORMANCE SECURITY The supplier shall furnish performance security / bank Guarantee to the purchaser as a compensation for any loss resulting from suppliers failure to complete its obligation under the contract. The supplier shall deposit 10% of the value of work order as performance security. This performance security shall be provided in the form of a Demand Draft issued by a Nationalized bank This performance security shall be retained by the purchaser till successful completion of work as detailed in Purchase / Work Order. The performance security shall be discharged by the purchaser after the successful completion of ork as detailed in Annexure A and award of ISO 9001:2008 certificate from a Certification Body. The performance security shall be furnished within one month of receipt of work order. If the Performance security is not furnished in the given time period then supplier shall have to pay a non refundable penalty @ 18% per annum on the amount of unpaid performance security. 28 WORK COMPLETION CERTIFICATE The supplier will intimate and demonstrate all tasks done by them to purchaser or his authorized representative, after the completion of each stage. This intimation shall be done in writing and submitted along with work progress report. Work completion certificate will be issued after the last stage of work is completed successfully. 29 PAYMENT After completion of each stage, the supplier shall submit bill for on account / final payment. After verification & acceptance, payment will be made through e- payment. 30 PAYMENT TERMS On account payments shall be made according to the payment schedule which will be incorporated in the work order to be issued to the successful bidder. No advance amount for mobilization of resources or otherwise will be payable. Performance security shall be retained by the purchaser and shall be released after successfully obtaining ISO 9001:2008 certificate from the certification body. 31 PRICES Prices charged by the Supplier for goods/services delivered and services performed under the contract shall remain same till the completion of work order. The prices should be inclusive of all taxes and levies. The prices should include consultancy fees, training material, traveling, boarding, lodging and other related expenses. The location for rendering these services shall be SRFMT&TI, Garladinne,Anantapur Dist. A.P
12 32 SUBCONTRACTS The bidder shall not subcontract its obligations under the contract to any other company(s). Even if some services are outsourced to any other company/ individuals, all the obligations shall remain with the bidding company and cannot be transferred to any other company or group of companies. 33 DELAY IN PERFORMANCE BY THE BIDDER Services under the contract shall be provided in accordance with the delivery schedule specified in the work order. If at any time during performance of the contract, the supplier should encounter conditions impeding timely delivery of the services, the supplier shall promptly notify the purchaser in writing of the full facts about the delay, its likely duration and cause(s). If delay in Supplier Performance occurs due to any genuine reasons, a request for extension of time should be submitted by the Supplier to Purchaser. As soon as practicable after the receipt of the suppliers notice, the decision to extend the period for performance of the contract will be taken by the Purchaser after mutual discussion with Supplier. 34 LIQUIDATED DAMAGES (L.D) The date of delivery of the services stipulated in the acceptance of tender shall be the essence of the contract and delivery shall be completed not later than the dates specified therein. Should the supplier fail to deliver the services within the period prescribed for delivery, the purchaser shall be entitled to impose commensurate penalties. The decision of the purchaser in this regard will be final. 35 FORCE MAJUERE If at anytime, during the currency of this contract, the performance, in whole or in part, of any obligation(s) by either party under this contract shall be prevented or delayed by reason(s)of war, hostility, acts of the public enemy, civil disturbance, sabotage, fire, floods, explosions, epidemics, quarantine restrictions, strikes, lockouts or act of God (Herein after referred to as events) provided notice of happenings of any such event is given by of occurrence thereof, either party shall by reason(s) of such event be entitled to suspend this contract which shall resume as soon as practicable after such event(s) may come to an end or cease to exist. The decision of Director of the Institute as to whether an event justifies invocation of force majure shall be final and conclusive. The period for which invocation of Force Majure is agreed by the Director, that period shall be excluded from the time frame given for completion of work and date for completion of work shall be extended accordingly. 36 TERMINATION FOR DEFAULT The Purchaser by a written notice of default, may, without prejudice to any other remedy for breach of contract, terminate the contract, in whole or in part as the case may be. i. If the Supplier fails to deliver any or all of the goods/services within the time period(s) specified in the Contract, and also extension(s) thereof granted by the Purchaser.
ii. If the Supplier, under either of the above circumstances, does not remedy his failure(s) within a period of 30 days (or such longer period as the Purchaser may allow in writing) after the receipt of the default notice. 13 37 TERMINATION FOR INSOLVENCY The Purchaser may at any time terminate the contract by a written notice of one month to the bidder, if the bidder becomes bankrupt or otherwise insolvent, provided that such termination shall not prejudice or affect any right or action or remedy which had accrued or might accrue. 38 ARBITRATION All disputes or differences whatsoever arising between the parties out of or relating to the construction, meaning and operation or effect of this contract or the breach thereof shall be settled by arbitration in accordance with the rules of Arbitration of the Indian Council of Arbitration and the reasoned award made in pursuance thereof shall be binding on the parties. 39 SUBJECT LAWS & JURISDICTION The contract shall be governed by Indian Laws and the Courts will have sole jurisdiction to entertain any dispute(s) or claim(s) arising out of such dispute(s).
14 Annexure-B (Commercial Bid form) Service Providing consultancy to SRFMT&TI,Garladinne, Anantapur for implementation of Quality Management System for obtaining ISO 9001:2008 certification and annual maintenance support for 3 years after successful Certification. Total amount quoted in Rs.(inclusive of all taxes) In words Signature of the bidder Name Designation Address