ELECTRONIC TENDERING SYSTEM FOR RFQ

Transcription

1 ELECTRONIC TENDERING SYSTEM FOR RFQ 1. Guidelines These conditions will over-rule the conditions stated in the RFQ, wherever relevant and applicable. 2. Registration 3. Digital Certificate All the Bidders/Applicants (Applicant/Bidders) are required to register for e-procurement on the website The registration is free of cost. Tender forms can be purchased online from website For more details please contact: - Nextenders India Pvt. Ltd., A-6, Opp. Makhanlal Chaturvedi University, E-8 Trilanga, Bhopal. Tel.: / / bhopal@nextenders.com The Bids submitted online should be signed electronically (in the name of authorized person) with a Class III Digital Certificate to establish the identity of the Bidder submitting the Bid online. The Bidders may obtain Class III Digital Certificates issued by an approved Certifying Authority authorized by the Controller of Certifying Authorities, Government of India. A Class III Digital Certificate is issued upon receipt of mandatory identity proofs alongwith an Application Form. Only upon the receipt of the required documents, a Digital Certificate can be issued. Note: It may take upto 7 working days for issuance of Class III Digital Certificate, hence the Bidders/Applicants are advised to obtain them at the earliest. The Bidders/Applicants may obtain more information regarding the Application Forms required to be submitted for the issuance of Digital Certificate from the NexTenders (India) Pvt. Ltd., A-6 Sahyog Parisar E-8 Shahpura, Opp.Maakhanlal University Bhopal (MP) Pin Phone No Important Note: Bid for a particular tender can be submitted during the ONLINE BID SUBMISSION stage using the Digital Certificate only that is used to encrypt the data and sign the hash during the ONLINE BID PREPARATION AND HASH SUBMISSION stage. In case, during the process of a particular tender, the bidder looses his Digital Certificate because of any problem (such as misplacement, virus attack, hardware problem, operating system problem, etc.); he may not be able to submit his bid online. Hence, the Bidders/Applicants are advised to keep their Digital Certificates in a safe place under proper security so that it can be used whenever required. The digital certificate issued to the Authorised User of a Partnership firm / Private Limited Company / Public Limited Company / Joint Venture and used for online bidding will be considered as equivalent to a no-objection certificate / power of attorney to that user. In case of Partnership Firm, majority of the Partners have to

2 4. Setup of Bidders/ Applicants Computer System authorize a specific individual through Authority Letter signed by majority of the Partners of the firm. In case of Private Limited Company, Public Limited Company, the Managing Director / any other Person (having designated authority to authorize a specific individual) has to authorize a specific individual through Authority Letter. Unless the certificate is revoked, it will be assumed to represent adequate authority of the specific individual to bid on behalf of the Organisation for online tenders as per Information Technology Act This Authorized User will be required to obtain a Digital Certificate. The Digital Signature executed through the use of Digital Certificate of this Authorized User will be binding on the firm. It shall be the responsibility of Management / Partners of the concerned firm to inform the Certifying Authority, if the Authorized User changes, and apply for a fresh digital certificate for the new Authorized User. In order for a Bidder to operate on the e-procurement System, the Computer System of the Bidder is required to be set up for Operating System, Internet Connectivity, Utilities, Fonts, etc. A help file on setting up of the Computer System can be obtained from the website: 5. Publishing of NIT For the Tenders processed using the e-procurement System, only a brief Advertisement related to the Tender shall be published in the newspapers and the Detailed Notice shall be published only on the e-procurement System. The Applicant/Bidders can view the Detailed Notice and the time schedule for all the Tenders processed using the e-procurement System on the website 6. Key Dates The Bidders/Applicants are strictly advised to follow the time schedule (Key Dates) of the Tender for their side for tasks and responsibilities to participate in the Tender, as all the stages of each Tender are locked before the start time and date and after the end time and date for the relevant stage of the Tender as set by the concerned Department Official. 7. Purchase of RFQ Document The RFQ documents can be purchased ONLY online by paying Tender Processing Fee. The Tender shall be available for purchase to concerned Applicant/Bidders immediately after online release of the Tender and upto scheduled date and time as set in the key dates. Arrangements have been made for the Bidders/Applicants to make payments online via Debit Card / Internet Banking. In case of online tendering, the application form for the purchase of tender documents shall not be required. The Bidders/Applicants can purchase the tender documents online by making online payment of tender processing fees using the service of the secure electronic payments gateway (see point 8 below for further details), and should print out the system generated receipt for their reference which can be produced whenever required. Cost of Tender Document is to be paid separately in the form and manner as mentioned in clause below. The cost of the Tender processing Fee and Tender Document will not be refunded.

3 8. Electronic Payment Account 9. Cost of RFQ Document 10. Preparation/ Submission of Bids/Applications (RFQ) As the tender documents shall be available for purchase only online, Bidders/Applicants are required to pay the Tender Processing fees Rs (Rupees Six Hundred & Ten only) online using the Online Payments Gateway Service integrated into the e-procurement System. For the list of available modes of electronic payments that are presently accepted on the Online Payments Gateway Service, please check the link List of e-payments accepted Online on The cost of the RFQ Document mentioned in Sub-clause and in NIT shall be paid by the Applicant through a Demand Draft in favour of Managing Director, M.P. Road Development Corporation Ltd., Payable at Bhopal in a separate cover alongwith the Physical submission of Technical Bid. However, the copy of the Demand Draft shall be scanned and uploaded in the space provided online. Detailed RFQ may be downloaded from Tender Wizard and the Application may be submitted as follows: 1. Only in Electronic Form (to be uploaded): The following documents shall be prepared by scanning in different files (in PDF or JPEG format such that file size is not more than 5 MB and uploaded. a. A statement by the Applicant and each of the Members of its Consortium (where applicable) or any of their Associates disclosing material non-performance or contractual noncompliance in past projects, contractual disputes and litigation/ arbitration in the recent past (Appendix I Annex - I) b. Technical Capacity of Applicant (Appendix - I Annex II) c. Financial Capacity of Applicant (Appendix - I Annex III) d. Auditor s Certificate specifying the net worth of the Applicant and also specifying the methodology adopted for calculating such net worth (Appendix I Annex-III) e. Details of Eligible Projects (Appendix - I Annexure - IV) f. Certificate from the Statutory Auditor/Client regarding PPP Projects/Construction works (Ref. Clause (A), 3.2, 3.3 and Appendix - I Annex-IV). At first these files are to be uploaded in Part-I. After utilizing the full space (5 MB) the balance files can be uploaded in Part- II,Part-III, etc. g. Certificate from the Statutory Auditor/Company Secretary regarding Associate (Ref. Clause and Appendix - I Annex-IV)

4 2. Original in Envelope (Physical) and Scanned Copy in Electronic form(to be uploaded): The following documents shall be prepared and scanned in different files (in PDF or JPEG format such that file size is not more than 5 MB and uploaded. The original document should be submitted physically. a. Cost of RFQ Document. b. Letter Comprising the Application for Pre-Qualification (Appendix - I) 3. Original in Envelope (Physical) only: a. Statement of Legal Capacity (Appendix - I Annex V) b. Power of Attorney for signing of Application (Appendix - II) c. Power of Attorney for Lead Member of Consortium. (Appendix - III) d. Joint Bidding Agreement for Consortium.(Appendix - IV) e. Audited Balance Sheet & Profit & Loss Account and Annual Reports (Ref Clause (vi). f. Memorandum & Articles of Association (Ref Clause (v). g. Undertaking regarding EPC Contractor (Ref Clause 2.25) (if required) The Bidder shall submit the physical as well as electronic documents in two separate envelopes: 1. Cost of RFQ Document -Envelope 'A' 2. Technical Bid (all other documents) -Envelope 'B' Note: Bidders/Applicants are required to submit the Original Demand Draft (Cost of RFQ Document) in Envelope - A and Technical Bids in Envelope 'B' physically. Both the Envelopes should be marked "Cost of RFQ document" and "Technical Bid" respectively and shall then be enclosed in one single envelope. The same should be sealed and marked as specified in RFQ. The Physical Envelope should be reached at the Employer's Address not later than the Application Due Date (Date and Time for submission of Original Demand Draft (Cost of RFQ Document) and Physical Technical Bid). Scanned copies mentioned above are to be uploaded on Online. The documents which are marked as "Scanned and upload only" should not be submitted with the Physical Technical Bid. 11. Submission of Bid Seal (Hashes) The Bidders/Applicants have to prepare their Bids online, encrypt their Bid Data in the Bid Forms and submit Bid Seals (Hashes) of all

5 the envelopes and documents required to be uploaded related to the Tender as per the time schedule mentioned in the key dates of the Notice Inviting Tenders after signing of the same by the Digital Signature of their authorized representative. 10. Generation of Super - Hash 11. Decryption and Re - Encryption Bids After the time of submission of Bid Seal (Hash) by the Applicant/Bidders has lapsed, the bid round will be closed and the concerned Department Official shall generate a Tender Super Hash which shall be digitally signed by the Department Official. Bidders/Applicants have to decrypt the Bid Data with their Digital Certificate and re-encrypt the Bid Data and also upload the relevant documents using Online Briefcase feature for which they had generated the Bid Seals (Hashes) during the Bid Preparation and Hash Submission stage within the specified time as stated in the time schedule (Key Dates). The encrypted data of only those Bidders/Applicants who have submitted their Bid Seals (Hashes) within the stipulated time, as per the tender time schedule (Key Dates), will be accepted by the system. A Bidder who has not submitted Bid Seals (Hashes) within the stipulated time will not be allowed to decrypt and re-encrypt his Bid Data or upload the relevant documents. 12. Withdrawal, Substitution, and Modification of Bids Bidder cannot withdraw, substitute or modify the bids after generating the Bid Seal (Hash) by the Contractor. However if a bidder does not want to submit the bid after generating the Bid Seal (Hash), it can be done by not re-encrypting the bid. 13. Opening & Evaluation of bid/applications (RFQ) Department shall first open the Cost of Tender Document Envelope Online as well as Manually of all the Bidders/Applicants and verify the scanned copy of the Cost of the RFQ Document uploaded by the Bidders/Applicants with that submitted physically and check whether the same is as per the requirement. The concerned Official shall then open the Technical bid (Envelope- B) submitted online as well as physical by the Bidders/Applicants in the presence of the Bidders/Applicants or their authorised representatives who choose to be present during opening. He will match the Bid Seal (Hash) of each envelope and the documents uploaded, during the respective opening, with the hash submitted by the Bidders/Applicants during the Bid Preparation and Hash Submission stage. In the event of a mismatch, the Bid Data in question shall be liable for a due process of verification by the Nodal Officer of e-procurement System of MPRDC. 14. Short Listing The authority will subsequently examine and evaluate the applications in accordance with the provisions set out in the RFQ. After the evaluation of applications/bid, the pre-qualified Applicants/Bidders who will be eligible for participation in the bid stage (IInd stage) will be shortlisted online and intimated. Only the pre-qualified Bidders/Applicants can purchase and download bid

6 document (RFP) after making necessary payments. 15. Line Query System For any further queries, Bidders/Applicants may kindly contact, 1. Mr. R. K. Sawla, Chief Engineer M.P. Road Development Corporation Ltd., 16-A, Arera Hills, Bhopal (M.P) Telephone: /205/213/216 Facsimile number: Electronic mail address: prcmprdc@mp.nic.in 2. Mr. P. K. Chaturvedi, Dy. General Manager M.P. Road Development Corporation Ltd., 16-A, Arera Hills, Bhopal (M.P) Telephone: /205/213/216 Facsimile number: Electronic mail address: prcmprdc@mp.nic.in 3. For e-tendering process: Nextenders India Pvt. Ltd., A-6, Opp. Makhanlal Chaturvedi University, E-8 Trilanga, Bhopal. Tel.: / / bhopal@nextenders.com