NOTICE INVITING EXPRESSION OF INTEREST

Transcription

1 Himachal Pradesh State Civil Supplies Corporation Limited, Shimla [ A Government of H.P. Undertaking ] Block No. 16 & 17 SDA Commercial Complex, Kasumpti, Shimla H.P. Ph: , , NOTICE INVITING EXPRESSION OF INTEREST HP State Civil Supplies Corporation Limited Shimla (HPSCSC), invites Expression of Interest through electronic mode, for empanelment of NABL accredited analytical testing laboratories with scope of accreditation covering sample analysis & reporting in respect of Cereals, Food-grains & Food Products, Wheat Atta, Dalia(Wheat), Dalia(Multi-grain), Sugar, Edible Oils, & Iodised Salt under FSSAI (Food Safety and Standards Act., 2006 and rules and regulations made there under), AGMARK & BIS standards and Cloth (as per prescribed standard, specifications & testing method), for a period of one year. The date of Pre-bid meeting is a.m. Last date of submission of EOI is upto 4.00 p.m. Interested parties can participate on-line through The complete EOI document can also be viewed on our website Managing Director Page 1 of 23

2 Himachal Pradesh State Civil Supplies Corporation Limited, Shimla [A Government of H.P. Undertaking] EXPRESSION OF INTEREST HP State Civil Supplies Corporation Limited Shimla (HPSCSC), invites Expression of Interest through electronic mode, for empanelment of NABL accredited analytical testing laboratories with scope of accreditation covering sample analysis & reporting in respect of Cereals, Food-grains & Food Products, Wheat Atta, Dalia(wheat), Dalia(multi-grain), Sugar, Edible Oils, & Iodised Salt under FSSAI (Food Safety and Standards Act., 2006 and rules and regulations made there under), AGMARK & BIS standards and Cloth (as per prescribed standard, specifications & testing method), for a period of one year, from the date of acceptance of the EOI. Further extension may be granted on mutually agreed terms & conditions. The date of Pre-bid meeting is a.m. Last date of submission of EOI is upto 4.00 p.m. Interested parties can participate on-line through The complete EOI document can also be viewed on our website The important dates in respect of the EOI are as under: 1 Date & Time of Online a.m. publication 2 Date of Pre-bid meeting a.m. 3 Document download Start & a.m. to p.m. End date 4 Bid submission Start & End date p.m. upto p.m. 5 Bid opening date a.m. 1. Only NABL accredited analytical testing laboratories with scope of accreditation covering sample analysis & reporting in respect of Cereals, Food-grains & Food Products, Wheat Atta, Dalia(wheat), Dalia(multi-grain), Sugar, Edible Oils, & Iodised Salt under FSSAI (Food Safety and Standards Act., 2006 and rules and regulations made there under), AGMARK & BIS standards and Cloth (as per prescribed standard, specifications & testing method), with an average annual turnover of Rs. 25 Lakhs for past preceding three years (Government Laboratories, are exempted from the turnover criteria) are eligible to participate in the EOI. Agents are not eligible to participate in the EOI. 2. Analytical Testing Laboratory, which has manufacturing activity, shall not be eligible to participate in the EOI. 3. The cost of EOI document, including EOI processing fee (non-refundable) shall be Rs. 5, The Earnest money deposit shall be Rs. 25, The cost of EOI document including EOI processing fee amounting to Rs. 5, and Earnest Money deposit amounting to Rs. 25, shall have to be deposited through NEFT/RTGS in H.P. State Civil Supplies Corporation s Current Account No with Page 2 of 23

3 State Bank of Patiala, Branch at Kasumpti, Shimla (IFS Code No. STBP ) and proof thereof should be submitted before opening of Technical Bid. 6. The Technical Bid shall be opened on the date and time mentioned in the EOI notice in the presence of bidders (tenderers) who opt to be present. If the date fixed for the opening is declared holiday, the bids shall be opened at the same time on the next working day. 7. In all matters pertaining to the EOI, the decision of the Managing Director, HP SCSC, shall be final and binding. 8. Instructions for on-line submission: i) The tenderer should register himself on Website and obtain user ID, Password, before bidding. ii) Entire tender process will be carried out online through above mentioned website. Tenderers are advised to procure E-Token/Digital Signing Certificate from suitable vendors or from any authorized agency. iii) Before submission of online bids, bidders must ensure that scanned copies of all necessary documents have been uploaded with the bid. iv) Tenderers are advised to check/see website regularly to check for any amendment/corrigendum in the tender document. All subsequent notifications/amendments/notices shall be published on the aforesaid website only. v) The EOI shall be uploaded in two parts: i) Technical Bid: It shall contain copy of the EOI document signed at the bottom of each page and all other requisite documents, certificates, statements, undertaking etc. uploaded in pdf format. ii) Financial Bid: It shall contain financial bid/boq uploaded in.xls format which will be available for bidders on website The financial bid/boq will not be accepted in physical form. 9. Technical Bid: The bidder must upload following documents (.pdf format) duly signed by the bidder/authorized representative. i) The authorization for an officer of the bidder should be uploaded duly signed by the Authorized signatory of the Lab/Firm and such authorized officer of the bidder should sign in bottom of all pages of the EOI documents. ii) iii) iv) EOI Document signed at the bottom of all pages, in confirmation of the fact that the bidder has gone through each page of the document. Copy of proof of deposit of cost of EOI document including EOI processing fee and earnest money deposit. NABL accreditation certificates, recognizing the Laboratory for analysis, in respect of Cereals, Food-grains & Food Products, Wheat Atta, Dalia(wheat), Dalia(multigrain), Sugar, Edible Oils, & Iodised Salt under FSSAI (Food Safety and Standards Act., 2006 and rules and regulations made there under), AGMARK & BIS standards and Cloth (as per prescribed standard, specifications & testing method). Page 3 of 23

4 v) Documentary evidence of having analysed Cereals, Food-grains & Food Products, Wheat Atta, Dalia(wheat), Dalia(multi-grain), Sugar, Edible Oils, & Iodised Salt under FSSAI (Food Safety and Standards Act., 2006 and rules and regulations made there under), AGMARK & BIS standards and Cloth (as per prescribed standard, specifications & testing method), for the last three years with a statement in the proforma given in Annexure-I. Parties participating for cloth are also required to submit affidavit as per annexture VIII. vi) vii) A declaration in the proforma given in Annexure II duly signed and notarized. Details of Laboratory in Annexure III, duly signed. viii) Attested Copy of Service Tax registration certificate. ix) ITR (income tax return) for the last 3 financial years ( , , ). x) Affidavit Annexure IV. xi) Annual turnover certificate duly certified by the practicing Chartered Accountant for last three financial years i.e , and , in original. 10. Financial Bid: The Financial Bid / BOQ uploaded in.xls format Annexure V, which will be available for bidders on website shall have to be submitted online. The financial bid/boq will not be accepted in physical form. 11. General Conditions: i) All empanelled labs, will perform testing as provided in their scope of accreditation granted by NABL. ii) Empanelment, will be for one year from to iii) The empanelment of the labs, for the above purpose will automatically stand cancelled in the event of discontinuance of NABL accreditation. iv) Forms in all annexures wherever to be filled should be filled up by type written and every correction should invariably be attested with full signature by the bidder with date. v) The bidder should quote one rate for complete analysis of each product and not for individual test to be performed. vi) The rates for cloth be quoted for set alongwith item-wise break-up. vii) The rates quoted should be inclusive of all the taxes and levies. viii) The rates quoted and accepted will be binding on the bidder for the stipulated period and on no account any upward revision will be entertained till the completion of the contract period. ix) In the event of any decrease in the quoted rates, bidder shall reduce rates correspondingly from the date the rates have been reduced. x) The bidders are free to match the L-1 rates prior to signing of agreement and to offer lower rates during the agreement period, in view of the fact that for assigning sample analysis jobs, the rates are not the sole criterion but it is one of the important criterion. Page 4 of 23

5 Acceptance of EOI: i) All the bidders are entitled to be present at the time of opening of Bids of the EOI submitted by them. ii) Bids will be opened in the office of Managing Director, H.P. State Civil Supplies Corporation Ltd, Kasumpti, Shimla-9, H.P. Technical Bid shall be opened at a.m. in the presence of Bidders/Authorized representatives of the bidders who opt to be present. iii) After confirmation/verification of the deposit of cost of EOI document including processing fee and Earnest Money the scrutiny of the documents and the information uploaded shall be taken-up on-line. iv) On confirmation of documents uploaded a list of eligible laboratories will be shortlisted. v) The Managing Director, H.P. State Civil Supplies Corporation Ltd. or his authorised representative(s) has/have the right to inspect the laboratories of the bidders who have submitted EOIs, before taking any decision regarding empanelment. vi) Financial Bid in respect of technically qualified bidders will be opened at p.m. After scrutiny of financial bid a panel upto maximum 7 labs(atleast 3 labs for each item), will be drawn in order of the lowest rates quoted. 12. Agreement: All bidders who are empanelled will have to execute an agreement on a non judicial stamp paper of value Rs.100/- (Stamp duty to be paid by the empanelled bidder), in favour of the Managing Director, H.P. State Civil Supplies Corporation Ltd., Shimla after 15 days from the date of issue of the intimation by HP SCSC informing them that their EOIs have been accepted. The form of agreement will be issued by HP SCSC. 13. Security Deposit: The successful bidders shall be required to deposit an amount of Rs. 50,000/-, as performance security deposit, at the time of execution of the agreement in the shape of Bank Draft favouring Managing Director, H.P. State Civil Supplies Corporation Ltd. payable at any scheduled bank at Shimla. EMD already deposited may be converted into performance security. No interest shall be payable on such deposits. 14. Complete Analysis and Reporting Terms & Conditions: On empanelment and entrustment of the job, the Analytical Laboratory should furnish the test reports; i) Within 14 days of receipt of the sample. ii) iii) Within 24 hrs of the receipt of the samples, the sample receipt confirmation through fax/ . For any delay more than stipulated in 15 (i) & (ii) as the case may be, 2% of the testing charges per week or part thereof will be deducted as penalty. The penalty amount shall be recovered from the running payments of the lab, balance if any will be adjusted against performance security. Page 5 of 23

6 iv) All the tests mentioned under the prescribed standard or specifications for testing should be carried out for each and every sample. The results obtained in the test should be mentioned in figure (wherever possible). v) Reports should have Sl. No., Description of Tests, Standard, Testing Method, Specifications, Results obtained & Observation(Conforms/Not Conforms). vi) vii) The inference e.g. the sample conforms or not conforms to the prescribed standard/specifications must be given in bold letters at the end of each report. Reports should be in A4 size paper of good quality. viii) Report should be mailed instantly to The hard copy of the report be submitted in duplicate with the bill for testing charges. 15. All test reports should be submitted to the HP SCSC in duplicate. In case of failure of a sample, the result should be communicated immediately to the Managing Director, HP SCSC through phone / Fax / If in any circumstances (like break down of instrument, non availability of reference standard etc.) if the Analytical Laboratory is unable to undertake analysis for a sample, the same should be reported within 24 hours of receipt of such a sample by FAX or E- mail and the sample should be returned to the Managing Director, H.P. State Civil Supplies Corporation Ltd., Shimla. 17. If any sample is received in a damaged or tempered condition by the laboratory, the sample should not be analysed and the information should be sent immediately to the Managing Director, H.P. State Civil Supplies Corporation Ltd., Shimla by FAX or E- mail. The damaged sample should be returned. 18. Subletting of the job or any process involved in the sample analysis and reporting shall be strictly prohibited. The empanelment of the lab violating this conditions shall be cancelled, and lab may be black listed for a period of 3 years. 19. The Managing Director, H.P. State Civil Supplies Corporation Ltd. or his authorized representatives may also inspect any laboratory empanelled, at any point of time during the continuance of the EOI and terminate/cancel its empanelment or any orders issued to the laboratory or not to entrust any further testing job to the laboratory based on facts brought out during such inspections. 20. Payment Provisions: i) No advance payment towards any analysis will be made to the empanelled bidder. ii) iii) 21. Penalties: No payment will be made for the incomplete analysis or incomplete report. Payments towards the analysis as per the prescribed terms & conditions will be made along with Taxes at approved rates, within 15 days of receipt of bills alongwith test reports. i) If the successful bidder fails to execute the agreement and payment of security deposit within the time specified or withdraws the EOI after intimation of the acceptance of the EOI has been sent or owing to any other reasons, the bidder is unable to undertake the contract, the empanelment will be cancelled and the Earnest Money deposited by the bidder shall stand forfeited to the H.P. State Civil Supplies Corporation Ltd. Such bidder(s) will also be liable for all Page 6 of 23

7 ii) iii) iv) 22. Force Majeure: damages sustained by the H.P. State Civil Supplies Corporation Ltd. by reasons of breach of EOI conditions. Such damages shall be assessed by the Managing Director, H.P. State Civil Supplies Corporation Ltd. whose decision shall be final and binding. Non-compliance of any EOI or agreement conditions will disqualify a laboratory to participate in the EOI for the next 3 years. If it is found that the Analytical Laboratory is involved in any form of fraud and collusion the performance security will be forfeited and the Analytical Laboratory will be black listed for a period of 3 years. The bidders shall also be liable for action under criminal law. If it is found that the Analytical Laboratory has analysed the samples and reported the results in variance with prescribed Standard, Testing Method & Testing Specifications, the performance security will be forfeited and the Analytical Laboratory will be black listed for a period of 3 years. The terms and conditions hereof shall be subject to force majeure. Neither H.P. State Civil Supplies Corporation Ltd. (HPSCSC) nor the contractor shall be considered in default in the performance of their respective obligations herein above if such performance is prevented or delayed because of act of GOD, War, Flood, Hostilities, Revolution, Civil Commotion, Official Strike, Epidemic, Accident or Fire, or because of Law & Order Proclamation, Regulation or Ordinance of any Govt. of any Subdivision thereof or Local Authority. The tenderer shall be entitled to the benefit of this clause only if he informs in writing of the circumstances amounting to force majeure to HPSCSC Ltd. for each consignment/dispatch separately within 48 hours of the happening thereof by fax/ immediately, followed by a confirmatory letter sent by Registered Post with acknowledgement. In the event of the approved tenderer pleading any ground as constituting force majeure, the decision of Managing Director HP SCSC on that behalf alone shall prevail and, if in the opinion of the Managing Director HP SCSC, the ground pleaded by the tenderer do not amount to force majeure, then the tenderer shall not be entitled to plead the same and or claim any relief under this clause. 23. Arbitration: In case of any dispute, the same will be referred to the Arbitrator, the Pr. Secretary, Food, Civil Supplies & Consumer Affairs, Govt. of H.P. Shimla -2 whose decision shall be final and binding on both the parties. Subject as aforesaid, the provision of the Arbitration & Conciliation Act, 1966 shall apply to all proceedings of this Act. 24. Area of Jurisdiction: i) All disputes concerning this EOI shall be subject to the Civil jurisdiction of Municipal Limits of Shimla Town, Shimla (H.P.) where the registered office of the Corporation is located. ii) The Managing Director HP SCSC reserves the right to reject any or all the offers without assigning any reason whatsoever. Sd/- Managing Director H.P, State Civil Supplies Page 7 of 23

8 Name of the Laboratory : Corporation Limited, Shimla ANNEXURE I [Ref. Clause No: 9 (v)] PROFORMA FOR PERFORMANCE STATEMENT (For a period of last 3 years ) Address : S.no. Types of Samples Analysed No. of Samples Analysed Pulses: under Food Safety and Standards Act Edible Oils- Mustard Oil (Kachi Ghanni Grade I): under AGMARK Standard Grade-I. 3 Edible Oils- Soya Refined, under Food Safety and Standards Act Iodised Salt: under ISI standard & Food Safety and Standards Act Sugar: As per Standard & Specifications: Annexure- X. 6 Wheat Atta: under Food Safety and Standards Act (specifications: Annexure -IX). 7 Dalia (Wheat): under Food Safety and Standards Act (specifications: Annexure - VII). 8 Dalia(Multi-Grain): under Food Safety and Standards Act Cloth: (as per prescribed standard, specifications & testing method: Annexure -VI). Signature with date & seal Page 8 of 23

9 ANNEXURE II [ Ref. Clause No: 9(vi ] DECLARATION FORM I/We (Name of the bidder) having our office at Lab at do declare that I/We have carefully read all the conditions of EOI of HP State Civil Supplies Corporation Ltd., Shimla, for the EOIs floated for empanelment of NABL accredited analytical testing laboratories with scope of accreditation covering sample analysis & reporting in respect of Cereals, Food-grains & Food Products, Wheat Atta, Dalia(Wheat), Dalia(Multi-grain), Sugar, Edible Oils, & Iodised Salt under FSSAI (Food Safety and Standards Act., 2006 and rules and regulations made there under), AGMARK & BIS standards and Cloth (as per prescribed standard, specifications & testing method: Annexure-VI), for a period of one year. I/We will abide by all conditions set forth therein. I/We further declare that I/We posses valid License bearing No. valid upto. Signature : Date : Name of the Lab : Office Seal : ATTESTED BY NOTARY PUBLIC Page 9 of 23

10 ANNEXURE III [ Ref. Clause No: 9(vii) ] Sno. Particulars 1 Name of the Laboratory & Full Address 2 Name & Address, Phone, Fax, e_mail of Managing Director / Partner / Sole Proprietor of the Laboratory. 3 Phone No 4 Fax 5 6 Branches & their Address 7 Date of Inception 8 NABL Certificate No. DETAILS OF LABORATORY 9 Date of issue of NABL Certificate 10 NABL Certificate Valid up to 11 Scope of Accreditation granted by NABL (may be attached as separate list) 12 Name & Designation of the authorized signatory 13 Specimen Signature of the authorized Signatory 14 Name, Designation & Specimen Signature of the officer who is authorized to sign the test reports Signature with date & seal Page 10 of 23

11 ANNEXURE IV [ Ref. Clause No: 9(x) ] AFFIDAVIT I, S/o Sh. R/o in the capacity of Principal officer/prop./partner/director, of M/s do hereby solemnly affirm and declare as under: 1. That M/s are the holder of valid NABL Accreditation Certificate No. Issued on and valid upto. 2. That M/s has a minimum turnover of Rs. 25 lacs in respect of Analytical Testing and Reporting etc. during the Financial Year , and That M/s have analysed, and no. of samples during the years , & respectively. 4. That M/S have not been convicted, Black listed, Prosecuted by the Central Govt. /State Governments or any Government undertaking/institutions under their control. 5. That in the event of any decrease in the quoted rates, we undertake to reduce rates correspondingly from the date the rates have been reduced. 6. I affirm that the Managing Director, H.P. State Civil Supplies Corporation Limited is at liberty to take action against me / the company represented by me, if any information submitted by me as required in EOI document proves to be wrong at any point of time. Verification: Deponent I the above named deponent verify, do hereby that the contents of the above affidavit are true and correct to the best of my knowledge and belief, no part of it is false and nothing has been concealed there from. Verified at on this the day of Deponent Page 11 of 23

12 ANNEXURE V [ Ref. Clause No: 10 ] Financial Bid Name of the Laboratory : Address : Sno. Item Name & Testing Specifications Testing Rates (Rs.) ( inclusive of all taxes and levies) 1 Pulses: under Food Safety and Standards Act. 2006, and rules and regulations made there under. 2 Edible Oils- Mustard Oil (Kachi Ghanni Grade I): under AGMARK Standard Grade-I, and rules and regulations made there under. 3 Edible Oils- Soya Refined, under Food Safety and Standards Act. 2006, and rules and regulations made there under. 4 Iodised Salt: under ISI standard & Food Safety and Standards Act. 2006, and rules and regulations made there under. 5 Sugar: As per Standard & Specifications: Annexure-X. 6 Wheat Atta: under Food Safety and Standards Act. 2006, and rules and regulations made there under. (specifications: Annexure -IX). 7 Dalia (Wheat): under Food Safety and Standards Act. 2006, and rules and regulations made there under. (specifications: Annexure -VII). 8 Dalia(Multi-Grain): under Food Safety and Standards Act. 2006, and rules and regulations made there under. 9 Cloth: (as per prescribed standard, specifications & testing method Annexure -VI). Name of Item Shirt (Boys) Trousers (Boys) Kamiz (Girls) Salwar (Girls) Dupatta (Girls) Rate (Rs.) Per Item Rate (Rs.) Per Set (i) (ii) (iii) (iv) (v) Note: The per-item rates i & ii taken together and iii, iv & v taken together shall not exceed the per set rate. Per set rate must be quoted keeping in view the rates mentioned for combination of items i.e. i+ii & iii+iv+v. Signature with date & seal Page 12 of 23

13 ANNEXURE VIII [ Ref. Clause No: 9(v) ] AFFIDAVIT I, S/o Sh. R/o in the capacity of Principal officer/prop./partner/director, of M/s do hereby solemnly affirm and declare as under: 1. That M/s have the required facilities for analysis and reporting of the samples of Cloth (as per prescribed standard, specifications & testing method given in Annexure- VI). Deponent Verification: I the above named deponent verify, do hereby that the contents of the above affidavit are true and correct to the best of my knowledge and belief, no part of it is false and nothing has been concealed there from. Verified at on this the day of Deponent Page 13 of 23

14 ANNEXURE VI [Ref. annexure- V(9) ] Specifications of Cloth (School Uniform) Page 14 of 23

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21 Specifications of Dalia(Wheat) ANNEXURE VII [Ref. annexure- V(7) ] Page 21 of 23

22 Specifications of Wheat Atta ANNEXURE IX [Ref. annexure- V(6) ] Page 22 of 23

23 Specifications of Sugar ANNEXURE X [Ref. annexure- V(5) ] Page 23 of 23