TENDER DOCUMENT FOR HIRING OF COURIER SERVICES FOR BANK OF BARODA GREATER MUMBAI ZONE BANK OF BARODA ZONAL OFFICE, (GREATER MUMBAI ZONE), 3, WALCHAND HIRACHAND MARG, BALLARD PIER, MUMBAI 400 001.
Bank of Baroda Zonal Office, (Greater Mumbai Zone), Post Box No.1674, 3, Walchand Hirachand Marg, Ballard Pier, Mumbai 400 001. INVITATION TO BID Subject: Hiring of Courier Services for Bank of Baroda, Zonal Office, (Greater Mumbai Zone) within Mumbai, its suburban, Navi Mumbai and Thane, All Districts in Maharashtra-Gujarat and Other States. To, ----------------------------------------- ------------------------------------------- Dear Sirs, Sealed tenders under Two Bid System are invited for Hiring of Courier Services for Bank of Baroda, Zonal Office, (Greater Mumbai Zone) for a period of one year in the prescribed bid forms and proforma enclosed with this bid document. The details of the tender are as under: 1 Tender Name 2 Quantum of job Hiring of Courier Services for Bank of Baroda, Zonal Office, (Greater Mumbai Zone) within Mumbai, its suburban, Navi Mumbai and Thane, All Districts in Maharashtra-Gujarat and Other States. Refer Scope of Work & Special Conditions of Contract at Annexure-III & Annexure III-A respectively. 3 Type of Tender Open Tender 4 Tender Fee ` 1,000/- through a crossed account payee demand draft of any nationalized bank drawn in favour of BANK OF BARODA Payable at Mumbai. 5 Bidding system Two Bid System 6 Period of availability of bidding documents 02/12/2013 to 23/12/2013 7 Place of availability of bidding documents Download from the Bank website www.bankofbaroda.com in Tender Section 8 Last date & time of receipt of tenders 23/12/2013 up to 03.00 P.M. 9 Tender Opening date & time (Techno-Commercial bid) On 23/12/2013 at 03:30 P.M. Tender Document For Hiring Of Courier Services For Bank Of Baroda, Greater Mumbai Zone Page 2 of 14
10 Address at which the tenders are to be submitted Assistant General Manager (Co-Ord), Greater Mumbai Zone, Bank of Baroda, 3, Walchand Hirachand Marg, Ballard Pier, Mumbai-400001. 11 Date and time of opening tenders The Tenders will be opened on 23/12/2013 at 03.30 P.M. in presence of the tenderers who desire to be present at our above office. All tenderers are advised in their own interest to be present on that date at the specified time. 12 Place of Opening tender Bank of Baroda, Zonal Office, Greater Mumbai Zone, 3, Walchand Hirachand Marg, Ballard Pier, Mumbai-400001. 13 Bid validity up to 60 days from the date of opening of Bid. 14 Earnest Money Deposit in the form of DD from Indian Nationalized Bank EMD amount for ` 10,000.00 (Rupees Ten thousand only) to be submitted either by way of Demand Draft in the name of Bank of Baroda, payable at Mumbai valid for 90 days from the date of opening of the tender. 2.0 The tender will be governed by the following: (i) Instructions to Bidders provided at Annexure-I of the Tender Document respectively. (ii) Scope of Work/ Special Conditions of Contract provided at Annexure-II & Annexure-II A of the Tender document, (iii) Bid Evaluation Methodology (Annexure-III), Proforma of Price Bid (Annexure-IIIA) (iv) Prescribed Bid forms in the tender document. OFFERS NOT ACCOMPANIED WITH PRESCRIBED TENDER FEE & EMD WILL BE IGNORED STRAIGHTWAY. 3.0 The bidders downloading the tender document from the website (http://bankofbaroda.com) should ensure to submit tender fee (if any) so as to reach the tender inviting office before the deadline specified for tender sale. 4.0 Two Bid System shall be followed for this tender. Bidders should take due care to submit tenders in accordance with the requirements in sealed covers. Bid Evaluation Criteria at Annexure IV of the Bidding Document shall be the basis for evaluation of tenders. 5.0 The bidder(s) can submit representation(s) if any, in connection with the processing of the tender directly only to the Bank of Baroda Zonal Office, (Greater Mumbai Zone), 3, Walchand Hirachand Marg, Ballard Pier, Mumbai 400 001. Yours faithfully, Asstt Genl Manager (Co-ord) (Greater Mumbai Zone) Tender Document For Hiring Of Courier Services For Bank Of Baroda, Greater Mumbai Zone Page 3 of 14
ANNEXURE-I INSTRUCTIONS TO BIDDERS A: INTRODUCTION 1.0 Eligibility and experience of the bidder:- As per Clause no.2.0 under B.1, Technical Rejection Criteria of the BEC (Bid Evaluation Criteria) at Annexure-IV of the tender document. 2.0 TENDER FEE 2.1 The offer will not be considered without tender fee. The Government Departments are exempted from payment of tender fee. 2.2 Refund of tender fee in the event a particular tender is cancelled; the tender fee will be refunded to the concerned Bidder. 3.0 TRANSFER OF BIDDING DOCUMENT The Bidding document is not transferable. 4.0 COST OF BIDDING 4.1 The Bidder shall bear all costs associated with the preparation and submission of its bid, and the BANK OF BARODA will in no case be responsible or liable for those costs, regardless of the conduct or outcome of the bidding process. B: THE BIDDING DOCUMENT 5.0 CONTENT OF BIDDING DOCUMENTS 5.1 The services required, bidding procedures and contract terms are described in the bidding document. In addition to the Invitation for Bids, the bidding documents include: A. Technical Bid Comprising of- ANNEXURE I : Instructions to Bidders with following Appendices Appendix 1 : Proforma for Bidders past services (similar) Appendix 2 : Proforma of Authorization Letter for attending Tender Opening Appendix 3 : Proforma for proposed changes/modifications. ANNEXURE II : Scope of work, Technical Specifications and Special conditions of Contract and Price Bid Proforma. B. Commercial Bid Comprising of- ANNEXURE III : Bid Evaluation Methodology. 5.2 The bidder is expected to examine all instructions, forms, terms and specifications in the bidding documents. Failure to furnish all information required by the bidding documents will be at the bidder s risk. Tenders not complying with tender conditions and not conforming to tender specifications will result in the rejection of its bid without seeking any clarifications. 5.3 The original bid should be signed manually by the authorized signatory(ies) of the bidder. The complete bid including the prices must be written by the bidders in indelible ink. Bids and/or prices written in pencil will be rejected. 5.4 The bid prepared by the bidder and all correspondence and documents relating to the bid exchanged by the Bidder and the BoB shall be written in English language. 5.5 Bids shall be submitted in the prescribed bid proforma as per appendices 1 to 9 of Annexure-I. The prescribed proforma at Appendices of Annexure I, duly filled in and signed should be returned intact whether quoting for any item or not. When items are not being tendered for, the corresponding space should be defaced by some such words as "Not Quoting". Tender Document For Hiring Of Courier Services For Bank Of Baroda, Greater Mumbai Zone Page 4 of 14
5.6 The bid proforma referred to above, if not returned or if returned but not duly filled in will be liable to result in rejection of the bid. 5.7 The Bidder shall sign its bid with the exact name of the firm to whom the contract is to be issued. The bid shall be duly signed and sealed by an executive officer of the Bidder's organisation. Each bid shall be signed by a duly authorised officer and in the case of a Corporation the same shall be sealed with the corporation seal or otherwise appropriately executed under seal. 5.8 The original bid should be signed manually by the authorised signatory(ies) of the bidder. The complete bid including the prices must be written by the bidders in indelible ink. Bids and/or prices written in pencil will be rejected. 5.9 The bidder will have to bear all Income Tax liability both corporate and personal tax. 5.10However, in case contractor is a company and registered under Companies Act, 1956, BoB shall not pay any share of Service Tax and 100% Service Tax shall be paid by Contractor (Service Provider). The Service Provider should have a valid Service Tax registration certificate with the concerned authorities of Service Tax department and a copy of such registration certificate should be submitted alongwith the offer. 5.11 Bidders should quote firm prices in Indian rupee only. Prices quoted in any other currency shall not be considered. 5.12 Central Government Departments and Central Public Sector Undertakings are exempted from payment of Bid Security. 5.13 The Bid Security of unsuccessful Bidders will be returned on finalization of the bid. The Bid Security of successful bidder will be returned on receipt of Security Deposit/Performance Bond (Performance Security). 5.14 Telex / Telegraphic / Telefax / e-mail / Xerox / Photocopy bids and bids with scanned signature will not be considered. Original bids should be signed manually failing which they shall be rejected. 5.15 "Two Bid System" offers are to be submitted in triple sealed covers. The first inner sealed cover will contain Techno-Commercial bids having all details but with price column blanked out. This cover will clearly be superscribed with "Techno-Commercial bid" alongwith tender name and description. The second sealed inner cover will contain only the price schedule duly filled in and signed and will be clearly super scribed with "Price Bid" alongwith tender name. These two covers shall be put into outer cover and sealed. The outer cover should duly bear the tender name and date of closing/opening prominently underlined, alongwith the address of this office. 5.16Price bids, which remain unopened with BoB, will be returned to the concerned bidders within 5 (five) working days of receipt of Performance Guarantee Bond(s) from the successful bidder(s). 5.17 Any change in quotation after opening of the tender WILL NOT BE CONSIDERED. 5.18 BoB will not be responsible for the loss of tender form or for the delay in postal transit. 5.19 The Bid must be received by the BoB at the address specified in Invitation for Bids not later than 1500 Hrs (IST) on the notified date of closing of the tender. Offers sent by hand delivery Tender Document For Hiring Of Courier Services For Bank Of Baroda, Greater Mumbai Zone Page 5 of 14
should be put in the Tender Box at the specified office not later than 1500 Hrs. (IST) on the specified date. All out-station tenders, if sent by post, should be sent under registered cover. 5.20 Bidders are advised in their own interest to ensure that bid reaches the specified office well before the closing date and time of the bid. Any bid received after dead line for submission of bid, will be rejected and returned unopened. 5.21 In case of unscheduled holiday on the closing/opening day of bid, the next working day will be treated as scheduled prescribed day of closing/opening of bid, the time notified remaining the same. 5.22 No bidder shall contact the BoB on any matter relating to its bid, from the time of the opening to the time the contract is awarded. 5.23 The purchaser will award the contract to the successful bidder whose bid has been determined to be in full conformity to the bid documents and has been determined as the lowest evaluated bid. 5.24 BoB reserves the right to reject, accept or prefer any bid and to annul the bidding process and reject all bids at any time prior to award of contract, without thereby incurring any liability to the affected Bidder or Bidders or any obligation to inform the affected Bidder or Bidders of the ground for BoB's action. The BoB also reserves to itself the right to accept any bid in part or split the order between two or more bidders. 5.25 The successful bidder is required to sign a formal detailed contract with BoB within a maximum period of 30 days of date of Fax order / LOI. Until the contract is signed, the Fax order/ LOI shall remain binding amongst the two parties. In case of delay in signing the contract on the part of BoB, contractor shall be paid 80% of the applicable rates falling due as per the contractual obligations on adhoc basis, till formal signing of the contact, after which the balance of due payments shall be released / adjusted against regular bills. However no payment will be made and mobilization will not be deemed completed, when the delay is on the part of the contractor to sign the contract, as per draft contract at Annexure-II of the tender. 5.26 The contractor whose tender is accepted will also be required to furnish by way of security deposit for the fulfillment of his contract, an amount equal to ` 50,000/-. The earnest money deposited at the time of tenders, will be treated as part of security deposit. The security amount will also be accepted in the shape of government securities i.e. Fixed Deposit Receipt of scheduled bank or nationalized bank will also be accepted. 5.27 The security deposit will be returned within 60 days of completion of contract in all respect/delivery period as per contract / supply order. Tender Document For Hiring Of Courier Services For Bank Of Baroda, Greater Mumbai Zone Page 6 of 14
Appendix - 1 BIDDERS PAST SERVICES (SIMILAR) PROFORMA Sl. No. Name & Address Of Client From Period To Description Of Services Completed Successfully Remarks NOTE: - CERTIFICATE FROM CLIENTS TO BE ENCLOSED ALONGWITH THIS PROFORMA Signature of the Bidder Name Seal of the Company Tender Document For Hiring Of Courier Services For Bank Of Baroda, Greater Mumbai Zone Page 7 of 14
Appendix - 2 AUTHORISATION LETTER FOR ATTENDING TENDER OPENING NO. Date To, Assistant General Manager (Co-Ord), Greater Mumbai Zone, Bank of Baroda, 3, Walchand Hirachand Marg, Ballard Pier, Mumbai-400001. Subject : Tender Name due on Sir, Mr... has been authorised to be present at the time of opening of above tender due on... at...on my/our behalf. Yours faithfully Signature of Bidder Tender Document For Hiring Of Courier Services For Bank Of Baroda, Greater Mumbai Zone Page 8 of 14
Appendix - 3 PROFORMA FOR CHANGES/ MODIFICATIONS SOUGHT BY BIDDERS TO THE BIDDING CONDITIONS BoB expects the bidders to fully accept the terms and conditions of the bidding documents. However, changes/ modifications to the terms and conditions of bidding documents, if any proposed, can be communicated in the following proforma, in case pre-bid is not held. This can be used even in cases where pre-bid Clause No. Of Bidding Document Full Compliance/Not Agreed Changes/Modifications Proposed By The Bidders Remarks Signature of the Bidder Name Seal of the Company Note:- Bids maintaining or taking exceptions/deviations shall be rejected straightaway. Tender Document For Hiring Of Courier Services For Bank Of Baroda, Greater Mumbai Zone Page 9 of 14
SCOPE OF WORK Annexure-II 1. The contractor shall collect the official letters/ Documents / packets etc. from the various Offices/Branches of BoB and mail them to the destination within the stipulated time to various destinations within or outside India, as time is of essence for courier service. 2. The contractor shall pack the letters/documents / packets etc., in air tight envelopes (for safety of the document) as per industry practice. 3. The contractor shall be responsible for safe custody of the documents till delivery. 4. The contractor shall attend all work on priority and shall maintain secrecy of documents. No unauthorized person shall have access to any document or part thereof. 5. No document should be held by the courier agency for any reason and if any article is not delivered, the Courier must return the document immediately to the sender. 6. The bill/invoice of courier services provided shall be prepared by the Contractor section-wise and submitted on monthly basis to the concerned BoB officer, for certification/verification and payment. The contractor has to keep the record of Delivery (Proof of Delivery) and has to submit the same to BoB as and when asked to do so. 7. The contractor shall submit the bill in duplicate on monthly basis, latest by 7 th of every month, for the preceding month. Bills should be addressed to Assistant General Manager (Co-ord) and submitted to Administration section, along with details of work done. The payment will be made within 15 days from the date of receipt of bill for undisputed amount. Tender Document For Hiring Of Courier Services For Bank Of Baroda, Greater Mumbai Zone Page 10 of 14
SPECIAL CONDITIONS OF CONTRACT ANNEXURE- IIA 1.0 Quantum of Job: BoB Office is functional on Bank of Baroda Zonal Office, (Greater Mumbai Zone), 3, Walchand Hirachand Marg, Ballard Pier, Mumbai 400 001. The bidders are to quote their rates for the defined scope of work as per the tender document in the format as per appendix 7A. The bids shall be evaluated on the basis of the quoted rates as per the evaluation methodology of the tender. 2.0 Payment Terms 2.1 BoB shall pay the Contractor on monthly basis for the jobs/services performed by the Contractor. 2.2 Payment shall be made for the actual quantum of jobs/services performed by the Contractor on certification by authorized representative of BoB. 2.3 BoB shall pay above payments to the Contractor for Courier Services to be provided by the Contractor as per scope of work and agreed schedule of rates. The rates payable shall be firm during the entire CONTRACT period. 2.4 All Bills along with relevant supporting documents shall be in triplicate and addressed and submitted to the Asstt. General Manager (Co-Ord), Bank of Baroda Zonal Office, (Greater Mumbai Zone), 3, Walchand Hirachand Marg, Ballard Pier, Mumbai 400 001 and Invoicing shall be done by the contractor on monthly basis which shall be submitted within 10th day of every month for the services rendered for the preceding month. Payment shall be effected within 30 days of the receipt of the invoice by BoB. Invoices shall be submitted with original supporting documents duly countersigned by the BoB s representative/ engineer wherever applicable. 3.0 Payment conditions: The Contractor will obtain the following certificates on daily/ monthly basis duly signed by the concerned Officer of BoB for satisfactory performance of the Courier Services. Penalty applicable item wise for non-compliance of contract provisions are also given therein: A: DAILY CERTIFICATE Sl. No. ITEM Quantum of penalty for non satisfactory performance per day 01 The courier has not reported after the call ` 500.00 B: MONTHLY CERTIFICATE Sl. No. 01 ITEM The document not delivered in time as per scheduled time indicated in the scope of work of the tender Quantum of penalty for non satisfactory performance per occasion ` 1000.00 4.0 Reduction In Rates: In case of default as per the preceding clause (3.0), the amount payable to the Contractor shall be reduced by quantum of amount shown against each point therein. Tender Document For Hiring Of Courier Services For Bank Of Baroda, Greater Mumbai Zone Page 11 of 14
5.0 Recovery of Cost (I) In case BoB is required to make alternate arrangements in emergencies, due to dissatisfactory services provided by the Contractor on any occasion, the entire cost of such services obtained on that occasion by the BoB shall be fully recovered from the Contractor s monthly bills/ dues plus service charge of 10%. (II) The cost of any equipment, any item belonging to the BoB broken/damaged by the staff of the Contractor (except due to normal wear and tear) will be deducted from the bills payable to the Contractor by the BoB. The extent and cost or damage will be as decided by the BoB, which shall be final. Contractor shall submit along with their monthly bill a certificate from concerned officer of BoB stating that no equipment, other item belonging to BoB was broken/ damaged except due to normal wear and tear. Tender Document For Hiring Of Courier Services For Bank Of Baroda, Greater Mumbai Zone Page 12 of 14
BID EVALUATION METHODOLOGY ANNEXURE- III The quoted rates for 0-100 gm and 101-250 gm category for Local: Mumbai, its suburban, Navi Mumbai and Thane shall be averaged and then multiplied by a factor of 50/100 (0.5) for arriving at the evaluated cost for Local: Mumbai, its suburban, Navi Mumbai and Thane. The quoted rates for 0-100 gm and 101-250 gm category for All Districts in Maharashtra-Gujarat shall be averaged and then multiplied by a factor of 40/100 (0.4) for arriving at the evaluated cost for All Districts in Maharashtra-Gujarat. The quoted rates for 0-100 gm and 101-250 gm category for Other States shall be averaged and then multiplied by a factor of 10/100 (0.1) for arriving at the evaluated cost for Other States. Sum of the evaluated cost for Local: Mumbai, its suburban, Navi Mumbai and Thane, All Districts in Maharashtra-Gujarat and Other States gives position of L-1 Bidder. For simplicity of evaluation methodology please refers following Table1- Participated Vendors A B C Remark (1) Local: Mumbai, its suburban, Navi Mumbai and Thane: (Weightage 50%) Up to 100 Grams 3 3.5 2.9 101 to 250 Grams 4 4.5 3.9 Avg Rate 3.5 4 3.4 Weightage -50% 1.75 2 1.7 Avg Rate * Weightage (2) All Districts in Maharashtra-Gujarat :( Weightage 40%) Up to 100 Grams 5 3 2 101 to 250 Grams 6 4 5 Avg Rate 5.5 3.5 3.5 Weightage -40% 2.2 1.4 1.4 Avg Rate * Weightage (3) Other States :( Weightage 10%) Up to 100 Grams 7 6 8 101 to 250 Grams 8 4 9 Avg Rate 7.5 5 8.5 Weightage -10% 0.75 0.5 0.85 Avg Rate * Weightage Grand Total 4.7 3.9 3.95 Sum of 3 Zones L-3 L-1 L-2 Tender Document For Hiring Of Courier Services For Bank Of Baroda, Greater Mumbai Zone Page 13 of 14
ANNEXURE IIIA PROFORMA OF PRICE BID (SCHEDULE OF RATES) Zone Time schedule for delivery Rate for 0-100 gm slab in ` Rate for 101-250 gm slab in ` (1) Local: Mumbai, its suburban, Navi Mumbai and Thane 24 Hrs. (2) All Districts in Maharashtra- Gujarat 24 Hrs. (3) Other States 48 Hrs. Note: 1. The rates are to be quoted as per the weight slabs mentioned above. 2. The quoted rates must be inclusive of all taxes applicable at the time of bidding. The details of taxes included and the rates considered at the time of bidding are mentioned. Any change in these rates during the contractual period will not be borne by BoB. Tender Document For Hiring Of Courier Services For Bank Of Baroda, Greater Mumbai Zone Page 14 of 14