ANNUAL RATE CONTRACT INSTALLATION OF TEA /COFFEE /SOUP VENDING MACHINES AND SUPPLY OF MATERIAL / CONSUMABLES

Transcription

1 IS/ISO 9001:2008 Certified भ रत य अक षय ऊज र वक स स थ स मत ( म नव स स धन वभ ग ) INDIAN RENEWABLE ENERGY DEVELOPMENT AGENCY LTD (A Government of India Enterprise) ANNUAL RATE CONTRACT INSTALLATION OF TEA /COFFEE /SOUP VENDING MACHINES AND SUPPLY OF MATERIAL / CONSUMABLES REF NO: 04/ARC TEA & COFFEE VENDING MACHINES/ dated 27/01/2015 Corporate Office: 3 rd Floor, August Kranti Bhawan, Bhikaiji Cama Place, New Delhi Registered Office: Core-4A, 1 st Floor, India Habitat Centre, Lodhi Road, New Delhi

2 Ref: 216/32/HR/94/IREDA Date: Sub: Bids for Annual Rate Contract (ARC) for Installation of Tea / Coffee / Soup Vending Machines and supply of material / consumables for IREDA offices at IHC and AKB. Dear Sir / Madam, 1) Indian Renewable Energy Development Agency Limited (IREDA) is a Government of India Enterprise under the administrative control of Ministry of New and Renewable Energy Sources, engaged in promoting, developing and extending financial assistance for setting up projects relating to new and renewable sources of energy and energy efficiency/conservation. 2) IREDA intends to empanel Agency for supply of Tea/Coffee/Soup through vending machines with material / consumables like tea, coffee, soup, sugars, tea bags, stirrers, etc. at IREDA offices located at India Habitat Centre, Lodi Road and Bhikaiji Cama Place, New Delhi. 3) Interested bidders may obtain further information from IREDA Office at 3 rd Floor, August Kranti Bhawan, Bhikaiji Cama Place, New Delhi ) General Terms & Conditions: The bidder must carefully read and understand IREDA s requirement indicated in attached General / Special terms & conditions of this tender before filling up and submission of bids). In case any information/clarification is required, he/she may visit IREDA office during working days (Monday-Friday) & working hours (9.30 a.m p.m.). It may be noted that no clarification/information after closure of the last date of receipt of tender/bid, would be entertained. 5) Minimum Qualifying Requirements The bidding is open to all qualified bidders who fully meet the following minimum qualifying requirements and provide / submit the satisfactory documentary evidence in support, failing which their bid may be rejected: a) The firm / Agency should be Delhi based Authorized Distributor/Supplier/Franchise of Nestle (Nescafe), Hindustan Unilever (Bru), Amalgamated Bean Coffee Trading Co. Ltd. (Café Coffee Day, Fresh & Honest Café Ltd. (Lavazza) and Coca Cola Company (Georgia). A documentary proof to be attached along with quotation to be submitted. b) The Bidder should be having minimum last three years experience in the business of installation of tea / coffee / soup vending machines and supply of material / consumables and having its office shop / establishment in New Delhi. 2

3 -2- c) The firm / agency must have minimum turnover of Rs lakhs in each of the last three financial years viz , & A documentary proof to be attached along with quotation to be submitted (Audited Balance Sheet/Income Tax Return of last three years). d) Bidder should have valid Registration No. of Sales Tax / DVAT / Service Tax, TIN, whichever is applicable and Permanent Account Number (PAN). A documentary proof to be attached with the quotation. e) The vendor should have at least two technician(s) to attend machine rectification technical complaint call and get it repaired on urgent basis within 3 hours of lodging complaint and to supply standby machine, if required. f) An EMD of Rs. 30,000/- in favour of Indian Renewable Energy Development Agency Limited, payable at New Delhi. g) The Agency should not have been blacklisted by any Central / State Govt. / Public Sector Undertakings in India for providing the same services. 6) The bidders are required to submit EMD i.e. Rs. 30,000/- in the form of Demand Draft / Banker s Cheque drawn in favour of Indian Renewable Energy Development Agency Ltd. payable at New Delhi. Bidders are required to write their name and full address on the back of Bank Draft/Banker s Cheque submitted in support of tender document. 7) The quotation should be sent in a sealed cover containing all the three envelopes as stated in point No.1 of the letter superscribing "ARC for Installation of Tea/Coffee/Soup Vending Machines & supply of material / consumables and should be deposited in tender box available at IREDA, 3 rd Floor, August Kranti Bhawan, New Delhi by 3.00 PM on 17th February IREDA shall not be responsible for any postal or other delay & those bids received late are liable to be rejected. 8) In the sealed quotations, EMD envelopes shall be first opened. The bid envelopes shall be opened on same day i.e. on 17th February 2015 at 3.15 P.M. at IREDA at above office address. Financial bids of those vendors shall be opened which are technically qualified for which date & time will be informed to technically qualified vendors. The representatives of bidder can also participate in tender opening. Thanking you Encl: As above for and on behalf of IREDA (Naresh Verma) Manager (HR) 3

4 GENERAL TERMS & CONDITIONS ANNEXURE I 1. The bids are to be submitted in three sealed cover envelopes separately which has to be finally placed in one sealed envelope. The first envelope shall contain Earnest Money Deposit (EMD), second envelope shall contain Technical Bid and third envelope shall contain Financial Bid. Technical bid should be submitted as per attached Annexure- III and Financial Bid should be submitted as per Annexure - IV. 2. All rates and amount shall be written both in figures and words without any cutting / overwriting and shall be indicated in Indian rupees only. 3. The rates quoted, should clearly specify all the service charges and taxes applicable. In case, this information is not indicated in the quotation, it would be presumed that the rates quoted are inclusive of all type of taxes/duties. 4. Quotations/ tender must accompany Earnest Money Deposit (EMD) of Rs. 30,000/-(Rupees Thirty Thousand Only) by way of Draft / Pay Order / Banker s Cheque in favour of IREDA, payable at New Delhi. The quotation/tender without EMD will be considered as unresponsive and rejected. The EMD should have 3 months validity. The bidder shall write the company/agency/shop/firm name on the back side of the EMD. The EMD of unsuccessful bidders shall be returned without any interest thereon within 60 days of finalization of award of contract by IREDA. 5. Bids received late, will not be considered. IREDA will not be responsible for any postal delay. 6. Any Bid received by IREDA after the last date and/or Bids not submitted in the prescribed bid format and / or without supporting documents, shall be rejected. 7. The Technical Bid of only those agencies who have submitted the EMD shall be opened and after qualifying technical specification, their Financial Bid will be opened. 8. The contract will be awarded for a period of one year. However, extension will be considered keeping in view the various factors such as prevailing market price, satisfactory performance of the firm, etc. IREDA reserves the right to terminate the contract at any time without assigning any reason whatsoever. 9. The rates quoted in the financial bid would be applicable for one year. IREDA shall not entertain any request for escalation in cost/price on account of any reason whatsoever during the period of empanelment. Any modification in offer/rates after the tender/bids opening date, will not be considered. 10. The agency participating in tendering process will provide timely services as and when informed by IREDA during the period of empanelment failing which agency will be blacklisted for non-satisfactory services. 11. The agency should not have been blacklisted by any Central /State Government/Public Sector Undertaking in India. 4

5 12. Bids shall be kept valid for acceptance for a period of 3 (three) calendar months from the date of opening of Bids. A Technical Bid valid for a shorter period less than 3 months from the date of opening may be rejected by IREDA as non-responsive. 13. Prior to detailed evaluation, IREDA will determine the substantial responsiveness of each Bid with reference to the Bidding documents. A substantial responsive Bid is one which confirms to all the terms and conditions of the Bidding documents without material deviation. The Owner s determination of Bids responsiveness will be based on the contents of the Bid itself. A Bid determined as not substantially responsive will be rejected by IREDA and may not subsequently be made responsive by the Bidder by correction of the non-conformity. 14. Bid evaluation shall be made on the basis of least evaluated cost and meeting requirements of IREDA. 15. The contract can be awarded to more than one party on parallel contract basis. 16. Further, the Owner reserves the right to empanel additional agencies in case the qualified bidders are not able to meet our requirement and also reserves the right to split the contract among qualified bidders. 17. IREDA does not bind itself just to accept the lowest financial bid and reserves the right to accept or reject any or all bids without assigning any reason. 18. The Bidder shall complete the proposal sheets and all the pages of the Bid shall have initials of the person or persons signing the Bid as a token acceptance of all the terms & conditions of this tender. 19. Bidder, before submitting quotations, should clearly understand IREDA s requirements and in case any information/clarification is required, he /she may visit IREDA office during working days (Monday to Friday between 9.30 a.m to 5.30 p.m). It may be noted that no clarification/information, after closure of the last date of receipt of quotation, would be entertained. 20. Sub-letting of contract is not allowed, after award of work order. 21. The Bid security is required to protect the Owner against the risk of Bidders conduct which would warrant the security forfeiture. 22. The Bid security of the Bidders except that of the successful Bidder will be returned within sixty (60) days after the Award of Contract or 30 days after the expiration of the period of Bid validity, whichever is earlier. 23. No interest or any other cost will be payable by the Owner on the Bid Security. 24. The Bid Security of the awardee agency shall be converted into Security Deposit and shall be released on the successful completion of the contract. No interest shall be payable by the Owner on the Security Deposit. 5

6 25. The Bidders shall submit the Bids in the IREDA s office in the tender box kept at the 3 rd floor on the office premises on the above mentioned address. The bids shall be submitted in the tender box by the due date and time fixed for the submission of Bids. 26. No Bid may be withdrawn in the interval between the deadline for submission of Bids and expiration of the period of Bid validity. Withdrawal of a Bid during this interval shall result in the forfeiture of Bid Security of the Bidder. 27. IREDA will evaluate and compare the Bids based on the information asked in the tender document vis-à-vis documents submitted by the bidder. 28. The Bids submitted by the Bidders which do not meet the minimum and technical qualifying requirements will be treated as non-responsive and will be rejected. 29. The frequency of the billing of the Agency / firm to whom work awarded will be once in a month before 5 th day of every month. The monthly payment after deductions, if any, will be released by IREDA within 30 days of submission of pre-receipted bill in duplicate. 30. Arithmetical errors will be corrected on the following basis: If there is a discrepancy between the unit price and the total price that is obtained by multiplying the unit price and quantity, the unit price shall prevail and the total price shall be corrected. If there is a discrepancy between the amounts in Words and Figures, the amount in Words will prevail. If the Bidder does not accept the correction of the errors as above, the Bid will be rejected and the amount of Bid Security will be forfeited. 31. Notification of Award of Contract will be made in writing by registered post / speed post or by hand to the successful Bidder by the Owner. The notification of award shall constitute the formation of Contract. 32. The Owner reserves the right, to accept any Bid (not necessarily the Bid having lowest Bid prices) or to reject any or all Bids or to cancel / withdraw the invitation to Bid or to annul the Bidding process at any time prior to Award of Contract, without assigning any reason for such decision. Such decision by the Owner shall not be subject to question by any Bidder and the Owner shall bear no liability whatsoever consequent upon such a decision nor shall he have any obligation to inform the affected Bidder or Bidders of the grounds for the Owner s action. 33. The Owner reserves the right to terminate the Contract either in part or in full due to reasons other than those mentioned. The Owner shall in such an event give fifteen (15) days notice in writing to the Agency / firm of the decision to do so. 34. The tender submitted by tenderers shall become the property of IREDA and participating agency/firm shall have no right /obligation to return the same to the tenderer. 35. Canvassing in connection with the tenders in any shape/way/form is strictly prohibited and tenders submitted by such tenderers who resort to canvassing shall be liable for rejection by IREDA. 6

7 36. If a tenderer deliberately/knowingly provides wrong /false information/credentials/ documents in support, IREDA reserves the right to terminate/rescind the contract at any stage, forfeit the EMD and other dues of the Agency / firm, if any, and to take any other action as may be deemed fit. 37. The Agency shall not depute on duty in IREDA any worker less than 18 years of age. 38. The Agency will be responsible for payment of wages and other dues and compliance of all statutory provisions related to minimum wages, labour laws etc. applicable to the workers deployed by them in this Office. Any penalty for failure / negligence on this part shall be the responsibility of the Agency. 39. Any breakage/theft/loss to IREDA assets by the worker of the Agency, would be payable by the Agency and deducted from their bills. 40. IREDA will be at liberty to find out credential of the firm/agency from other offices, where they are providing similar services. 41. On receipt of letter of award of contract from IREDA by the successful firm/agency, the acceptance to the same have to be conveyed within 7 days of receipt of letter. Failure to accept the work order/enter into the required contract shall entail cancellation of work order and forfeiture of the EMD/security deposit. 42. Any graft, commission, gift or advantage given, promised or offered by or on behalf of the Contractor or his partner, agent officers, director, employee or servant or any one on his or their behalf in relation to the obtaining or to the execution of this or any other Contract with the Owner, shall in addition to an criminal liability which it may incur, subject the Contractor to the cancellation of this and all other Contracts and also to payment of any loss or damage to the Owner resulting from any cancellation. The Owner shall then be entitled to deduct the amount so payable from any monies otherwise due to Agency under the Contract. 43. Any dispute(s) or difference(s) arising out of or in connection with the Contract shall, to the extent possible, be settled amicably between the parties. 44. Decision of CMD, IREDA shall be final & binding on both the parties in respect of all matter of dispute arising out of this tender. 45. If any dispute or difference of any kind whatsoever shall arise between the Owner and the Agency/firm, arising out of the Contract for the performance of the Works whether during the progress of the Works or after its completion or whether before or after the termination, abandonment or breach of the Contract, it shall in the first place, be referred to and settled by the GM (HR), who within a period of thirty (30) days after being requested by either party to do so, shall give written notice of his decision to the owner and the Agency / firm. 46. The services provided by Agency shall be to the entire satisfaction of IREDA. 47. Notification of award of contract will be made in writing by registered post / speed post or by hand to the successful bidder by IREDA. The notification of award shall constitute the formation of contract. 7

8 ANNEXURE II SPECIAL TERMS & CONDITIONS 1. The vending machine(s) are in good working condition and are to be kept neat & clean. 2. The firm / agency shall maintain sufficient stock of various items such as milk, tea, coffee, soup powder, tea bags, sugar, paper cups, beakers /stirrer etc. so as to meet IREDA s requirement. The Agency shall not be permitted to stop supplying any item for any reason. 3. All product to be supplied should be of good quality & as per the approval of Food & Drug Administration and strictly within hygiene form. 4. If any of the consumables / material supplied is not found in good condition / unhygienic or expiry date or short supply, the same is liable to be rejected and returned. No payment shall be made on the account, so rejected. 5. One person to operate and maintain the machine and proper record of tea/coffee/soup/sugar/ milk, etc. shall be provided by the selected Agency. 6. IREDA shall provide a space for installation of vending machines and storage of material etc. to the Agency at free of cost during the period of contract. IREDA shall provide water, electricity, fridge and operational space to the selected vendor for the sole purpose of operating vending machine. 7. The Agency shall maintain the proper record for supply of material / consumables in duplicate for every trip / requisition separately. The record slip should be got signed by the user with time and date. In no case, duty slip without signature will be accepted in support of the bill for payment unless specifically intimated in advance by IREDA. 8. IREDA reserves the right to get the meter calibrated or checked at any time at its sole discretion and in the event of any error / fault in the meter being noticed, the bill would be adjusted, besides any other penal action as decided by IREDA, which may even lead to termination of Contract and forfeiture of EMD/Security Deposit. 9. No advance payment shall be made under any circumstances. 10. The operation, maintenance & repair of Tea/Coffee/Soup vending machine(s) and supply of standby vending machine within 3 hours, in case of major fault, shall be the responsibility of the selected Agency and IREDA will not entertain any request for any type of payment in this regard. 11. In the event of non-repair of vending machine/ supply of standby machine on the same day of lodging of technical fault complaint, a penalty of Rs.1000/- per day basis shall be imposed on the selected vendor. 12. The Agency should ensure the delivery of material / consumables as & when required / ordered by the authorized representative of Administration Group, non-compliance will attract a penalty of 10% of the order value and payment would not be made. 8

9 13. The payment shall be made based upon rates approved by IREDA. 14. The bill in triplicate along with copy of record slips signed and stamped by the user should be sent to IREDA for payment by the 5 th of the following month. However, the triplicate copy of the bill will be returned to the Agency duly receipted. In case, the bills are not submitted to IREDA as per above schedule, IREDA will not take any responsibility for delay in payment. Further, the frequency of the bills of the contractor will be once in a month. 15. It should be ensured that there is no overwriting in the records slips. In no case, records slip without signature will be accepted for payment and if it is found so, the amount will be disallowed. 16. IREDA shall pay the agreed amount to the agency on monthly basis after completion of the month and submission of a certificate by the authorized official that the work has been done satisfactorily. In case the work is found unsatisfactory deduction shall be made from the monthly bill & warning shall be issued in writing. In case no further improvement is noticed the work shall terminated and the Agency shall be debarred from IREDA for future works. We agree to all the general terms & conditions and special terms & conditions of this tender document. Signature of the Bidder: Seal & Stamp of the Agency/Bidder: 9

10 IS/ISO 9001:2008 Certified भ रत य अक षय ऊज र वक स स थ स मत ( म नव स स धन वभ ग ) INDIAN RENEWABLE ENERGY DEVELOPMENT AGENCY LTD (A Government of India Enterprise) Annexure-III TECHNICAL BID INSTALLATION OF TEA/COFFEE/SOUP VENDING MACHINES & SUPPLY OF MATERIAL / CONSUMABLES (To be submitted in a separate sealed envelope) 1. Name of the Agency: 2. Name of Contact Person and Mobile Number: 3. Address of the Agency: 4. Telephone / Fax / 5. Authorized distributor / supplier / franchise of (specify brand) (Certificate to be enclosed: 6. No. of years in Business: 7. RTGS Details: Sl. No. Particulars Details a) Party Name as appears in Bank Account b) Account No. c) Bank Name d) 11 digit IFSC Code (for remittance through RTGS) e) Name of Branch (Copy of proof to be enclosed) 10

11 8. Details of the Technician: 9. Registration /Taxes Details: a) Service Tax No. b) VAT/TIN No. c) Sales Tax No. d) PAN e) Agency Registration no. f) Authorized Dealer/Supplier certificate (Copy of proof to be enclosed) 10. Details of Earnest Money Deposit (EMD): a) Cheque / DD No. b) Amount (Rs.) c) Date d) Bank name 11. Contracts executed / presently in hand during last 03 years: S. Name of the Organization No. Approx. value of the Contract (in Rs.) Officer concerned in the Organization with Tel. Nos. From Period To (Kindly provide documentary evidence) 11

12 12. Annual Turnover (Rs./lakhs) (Kindly provide documentary evidence) 13. Whether your agency /firm/shop has been blacklisted by any Govt. / PSU during last 3 years (Yes / No): If yes, please provide details. 14. Whether the Director / Owner / Proprietor / Partner of the firm / agency has any relationship with any of the IREDA employees / any of the Directors of IREDA, if so, details to be provided: We agree to all the General Terms & Conditions and Special Terms & Conditions of this tender document. Signature of the Bidder: Seal & Stamp of the Agency/Bidder: Place: Dated: 12

13 IS/ISO 9001:2008 Certified भ रत य अक षय ऊज र वक स स थ स मत ( म नव स स धन वभ ग ) INDIAN RENEWABLE ENERGY DEVELOPMENT AGENCY LTD (A Government of India Enterprise) Annexure-IV Financial Bid Rates for Installation of Tea/Coffee/Soup Vending Machines and Supply of materials / consumables (To be submitted in a separate sealed envelope) PART A S. No. Details of products Pack Size / Quantity Brand Rates for quantity as mentioned in Column (iii) (Rupees in Figures & Words) Taxes, if any Total (Rupees in Figures & Words) (i) (ii) (iii) (iv) (v) (vi) (vii) 1. Coffee Bean 1 Kg 2. Assam Tea / Plain Tea Bags 3. Flavored Tea Bags (Cardamom / Ginger) One Pack of 100 dips One Pack of 100 dips 4. Lemon Tea One Pack of 25 dips 5. Green Tea One Pack of 25 dips 6. Hot Tomato Soup Per Sachet 7. Hot & Sour Soup Per Sachet 8. Paper cups (150 ml) One Pack of 5000 cups 9. Stirrers One Pack of

14 S. No. Details of products Pack Size / Quantity 10. Dairy Whitener premix (sugar free) 1 Kg Brand Rates for quantity as mentioned in Column (iii) (Rupees in Figures & Words) Taxes, if any Total (Rupees in Figures & Words) 11. Fresh Milk (Mother Diary / Amul) 1 Kg 12. Sugar Sachets 1 Kg 13. Maintenance charges, if any (per machine per month) 14. Discount on total billing (in %), if any 15. Availability of Vending Machine (Please tick the appropriate) Using Fresh Milk Using Diary Whitener Both Machines The above quoted rates, except fresh milk, will remain valid for a period of one year. Signature of the Bidder: Seal & Stamp of the Agency/Bidder: Place: Dated: 14

15 PART B (OPTIONAL) S. No. Details of products Pack Size / Quantity Brand Rates for quantity as mentioned in Column (iii) (Rupees in Figures & Words) Taxes, if any Total (Rupees in Figures & Words) (i) (ii) (iii) (iv) (v) (vi) (vii) 1. Hot Chocolate / Badam Per Sachet Milk 2. Lemon / Orange Squash Per Sachet S. No. Details of products Pack Size / Quantity 3. Refreshment material / Snacks* Rates for quantity as mentioned in Column (Rupees in Figures & Words) Taxes, if any Total (Rupees in Figures & Words) Paneer Pakora Bread Pakora Per piece rate of each item Veg. Sandwich Samosa Any other item * Snacks to be procured either from Bikaner, Haldirams or Evergreen. Approximate total quantity of items may be around 30 for Corporate Office, AKB and 15 for Registered Office, IHC. The quantity may increase or decrease subsequently. 15

16 S. No. 4. Biscuits Details of products Pack Size / Quantity Rates for quantity as mentioned in Column (Rupees in Figures & Words) Taxes, if any Total (Rupees in Figures & Words) Good Day Krackjack Per packet of 100 grams Bourbon Marigold Any other Signature of the Bidder: Seal & Stamp of the Agency/Bidder: Place: Dated: 16