E-Ten2122015.pdf

(1)

No.16016/7/2014-Welfare Government of India

Ministry of Agriculture & Farmers’ Welfare

Department of Agriculture, Cooperation & Farmers’ Welfare

Krishi Bhavan, New Delhi.

Dated the 1^st December, 2015.

OPEN TENDER NOTICE (SINGLE BID)

Subject-:- Comprehensive Contract for supply of grocery items like various items of Tea/Coffee, Milk Powder, Sugar Cubes, Juice and Biscuits etc. for use in the Departmental Canteen of the Department – Invitation of Tender.

………

Sir,

For and on behalf of the President of India, Open Tenders, in prescribed tender forms, are invited from Specialized Firms/Reputed Contractors with adequate experience and financial capability for supply of grocery items like various items of Tea/Coffee, Milk Powder, Sugar Cubes and Biscuits etc. as per the Annexure enclosed for the use of the Departmental Canteen of the Department of Agriculture, Cooperation & Farmers Welfare, Krishi Bhavan, New Delhi.

2. The bid will be accepted through E-Tender only and intending bidders must be registered with the Central Public Procurement (CPP) Portal i.e. http:eprocure.gov.in.

3. The tender document contain the following:

Annexure-I -- “Eligibility and Experience Criteria”

Annexure-II -- “Acceptance of Tender”

Annexure-III -- “Proforma for details and documents required for Bid Annexure-IV -- “Proforma for grocery items

4. Important Dates for the activities of the Bidders:

(i) Start date and time for view/downloading of tender document - 04.12.2015 at 1100 hrs.

and time of submission of bid

(ii) Last date and time for downloading tender document - 28.12.2015 at 1500 hrs.

and time for online submission of bid & submission of EMD in original.

(iii) Date & Time for opening of Single Bid - 28.12.2015 at 1600 hrs.

5. In case, any holiday is declared by the Government on the day of opening, the tenders will be opened on the next working day at the same time. The Ministry reserves and right to accept or reject any or all the tenders without assigning any reason thereof.

6. The entire tender document including all annexures will be part of the Open Tender which also must contain the EMD and all other requisite documents called for in the tender. The bidders shall go through the entire tender documents carefully before submitting their tenders online.

(2)

7. It may be noted that the selected tenderer would be required to supply the required items to the Departmental Canteen at 4^th Floor, Krishi Bhavan, at his own cost.

8. The tender should be accompanied with the Earnest Money Deposit of Rs.70,000/- in the form of DD/Pay order payable at Delhi from any of the Scheduled Commercial Bank in favour of Hony. Secy., Departmental Canteen, Deptt. of Agri. & Coopn., New Delhi valied upto 90 days. Scanned copy of EMD may be uploaded along with the bid and EMD in original may be submitted to Section Officer (Welfare), Room No.13, Krishi Bhavan, New Delhi before closing of Tender, failing which the bid shall not be considered valid.

9. The firms who are exempted from submission of EMD shall be dealt as per General Financial Rules, 2005 subject to submission of an undertaking from the firm seeking such exemption. Copies of relevant orders/documents regarding such exemption should be submitted alongwith the bid.

10. On-line quotations are invited for supply of grocery items as explained hereunder : (i) Acceptance of terms and conditions at Annexure-I;

(ii) Acceptance of Tender as at Annexure-II (duly filled in);

(iii) The proforma for details and documents required for Bid mentioned in Annexure-III (iv) For supply of grocery items should contain only percentage rate of discount

offered which is to be quoted in the proforma at Annexure-IV.

(v) Agency’s profile including previous experience of supply of grocery items supplied to Government Department etc. (alongwith the copies of offers/orders)

(vi) Demand Draft for Earnest Money Deposit;

11. Tenderers may please quote the percentage on discount offered on MRP. The price after discount quoted at the time of submission of tender should remain valid for 45 days from the date of tender opening and the rates finalized on the basis of percentage of discount shall remain in force during the currency of the contract which will normally be for a period of one year. It may specifically be noted that no changes in the percentage of discount offered on MRP by the firm shall be allowed during currency of the contract.

12. The prospective bidders should have experience to have under taken similar work in at last two establishment of Government Department/PSU/Reputed Private Sector in the last three years. The details of which are to be mentioned at Table-I, point 9 of Annexure-III. The prospective bidders are free to seek any clarifications/ see the kind of requirement Department is looking for from Section Officer (Welfare), Room No.13, Krishi Bhawan, New Delhi-110001(Telephone No.23384946). He may be contacted with prior appointment on any working day before last date of submission of bid.

13. The contract shall normally be awarded to the bidder whose bid has been found to be responsive and who is eligible/qualified to perform the contract satisfactorily as per the terms and conditions incorporated in the tender letter. The formula for deciding L1 shall be total of product of monthly requirement, percentage of discount offered and multiplying factor of individual items listed at Annexure-IV. The Department reserves the option to select more than one firm for award of contract to ensure uninterrupted supply during the currency of the contract.

14. The contract can be terminated by the Department at any time without assigning any reason, if the work of the contractor is found to be unsatisfactory, it would be entrusted to any other party at the risk and expenses of the defaulting contractor. In this connection, decision of the Department shall be final and binding upon the contractor.

15. The tenderer whose quotation is finally accepted, shall have to furnish performance security of sum of Rs.1,65,000/- (Rupees One lakh Sixty Five thousand only) in favour of Hony. Secy., Departmental Canteen, Department of Agriculture & Cooperation, New Delhi by means of demand draft payable at New Delhi drawn on any of the Scheduled Commercial Bank. The earnest money shall be returned to the successful bidder only after depositing Rs.1,65,000/- as performance security.

16. The Department reserves the right to accept or reject in part or in full any, or all of the quotation in whole or any part and decision of Head of the Department in the matter will be final.

(3)

17. The contract may be extended for two more year on year to year basis in case of services given by supplier is found satisfactory.

18. The firm black listed at any point of time by any Ministry/Department need not apply. In case, the fact is concealed and it comes to the notice of the Government during the period of contract, the contract shall be terminated straightway and the security deposit will be forfeited. If the fact comes to notice before award of contract his bid shall be rejected outright. The tendering firms/bidders shall have to submit notarized affidavit on a stamp paper of appropriate value to this effect that they have not been blacklisted or their business dealings with the Government Ministries/Departments have not been banned.

19. The firm should be willing to take up the contract on the terms and conditions as mentioned above.

21. All matters/disputes pertaining to the tender and resultant contract shall be settled by the Head of the Department or Officer nominated by him for the purpose.

22. All disputes shall be subject to jurisdiction of NCT of Delhi Court.

23. The quotations received after the above said scheduled date and time will not be considered. No quotations by Post/fax will be entertained. Quotations incomplete in any manner would be liable for rejection without any further communication.

Yours faithfully,

(Abhijit Chakraborty)

Under Secretary to the Govt. on India Tele: 23384929 Copy to:-

1. SSA, NIC with request for immediate display on Deptt’s website 2. Central Procurement Portal

(Abhijit Chakraborty)

Under Secretary to the Govt. on India

Tele: 23384929

(4)

Government of India

Ministry of Agriculture & Farmers Welfare

Department of Agriculture, Cooperation & Farmers Welfare Krishi Bhawan, New Delhi

Open Tender No.16016/7/2014-Welfare

TENDER DOCUMENT

FOR AWARD OF CONTRACT FOR SUPPLY OF GROCERY ITEMS LIKE VARIOUS ITEMS OF TEA/COFFEE, MILK POWDER, SUGAR CUBES, JUICE AND BISCUITS ETC. FOR USE IN THE DEPARTMENT CANTEEN OF THE DEPARTMENT – INVITATION OF TENDER.

(5)

Open Tender No.16016/7/2014-Welfare

Document Control Sheet

1. Open Tender No 16016/7/2014-Welfare

2. Name of Organization Ministry of Agriculture & Farmers Welfare

Department of Agriculture, Cooperation & Farmers Welfare 3. Start date & Time for view/downloading

of tender document and time of submission of bid

December 4^th, 2015 at 1100 hrs

4. Last date and time for downloading tender document December 28^th, 2015 at 1500 hrs and time for online submission of bid & submission of

EMD in original.

5. Date and Time of Opening of Single Bid December, 28^th, 2015 at 1600 hrs 6. Address for Communication Under Secretary (C&W)

Ministry of Agriculture & Farmers Welfare,

Department of Agriculture, Cooperation & Farmers Welfare, Krishi Bhawan,

New Delhi-110001 Tel. # 011-23384929

(6)

Open Tender No.16016/7/2014-Welfare

ANNEXURE-I

Eligibility and Experience Criteria for Online Bid Submission

I/WE HEREBY ACCEPT THE FOLLOWING TERMS AND CONDITIONS IN CONNECTION WITH SUPPLY OF GROCERY ITEMS TO THE DEPARTMENTAL CANTEEN(AGRI)

(i) The items will be supplied on 30 days credit basis from the date of billing.

(ii) The firm should be in position to supply required items of tea/coffee/biscuits/juice etc.

on very short notice as and when required and within three days from the date of issue of the order in normal course of delivery.

(iii) The Percentage of Discount offered on MRP should remain same and no request for reduction of rate of discount will be entertained. However, the agency can offer more rate of discount depending upon the market conditions.

(iv) The stocks to be supplied should be fresh/latest (in any case not before one month from the date of supply order) and no old stocks will be accepted. Similarly, the agency is bound to supply the specific branded items and no substitutes will be accepted. If the items are found deficient in quality and other specifications they are liable to be rejected and returned. The payment will be made only on supply of the items in good and satisfactory conditions.

(v) Normally, advance notice ranging 1-2 days will be given for supply of items. However, at times, whenever, required, a few items may be required at short notice. The items should be supplied in time-bound manner and no delay in supply will be accepted.

(vi) In case the agency is unable to supply any of the items against the indent within specified period, the same will be procured from any other agency in the open market.

Any loss on account of the difference between the rate quoted by the approved agency and rate of the item in the open market will be made good by adjusting it from the payments due to the agency.

(vii) The period of contract shall be normally one year and may be extended for two more year on year to year basis in case of services given by supplier is found satisfactory.

(viii) The Department shall have the right to prematurely terminate the contract without assigning any reason thereof. However, the successful bidder cannot withdraw from the contract without prior approval of this Department.

(ix) The Department shall be free to test the sample of various tea/coffee/biscuits etc. items supplied by the supplier from any independent source for which all required cooperation/ documentation shall be submitted by the suppliers.

(7)

-2-

(x) The agency shall be contactable at all times and message sent by phones/email/FAX/

Special Messenger from Ministry to the agency shall be acknowledged immediately on receipt on the same day. The agency shall strictly adhere in the instructions issued by the Ministry in fulfillment of the contract from time to time.

(xi) The successful bidder shall furnish a performance security equivalent to Rs.1,65,000/- (Rupees One lakh Sixty Five thousand only) in the form of an account payee demand draft drawn in favour of Hony. Secy., Departmental Canteen, Department of Agriculture & Cooperation, New Delhi drawn on scheduled commercial bank and payable at Delhi should be deposited. The performance security deposit will be forfeited in case the supply of goods is delayed beyond the period stipulated by Ministry and for non-compliance of the terms of agreement by the contractor.

(xiii) If the supplier fails to supply the required items in the stipulated time or if the quality of the tea/coffee/biscuits/juice etc. is not as per the approved/ required norms, the Department shall be free to make necessary procurement of various tea items from the market at the suppliers’ risk and cost which shall be recoverable from his pending bills or performance security besides resulting in cancellation of the contract. Further in case of any deficiency in service, a penalty of 5% of the total amount of the bill for the relevant period will be imposed.

(xiv) All disputes shall be subject to jurisdiction of NCT of Delhi Court.

DATE:

SIGNATURE NAME OF THE AGENCY & ADDRESS RUBBER STAMP

(8)

Open Tender No.16016/7/2014-Welfare Annexure-II

Acceptance of Tender

(Tenderers are required to fill up the blank spaces in this form of tender and attach along with the Bid.)

1. Having examined the instruction and general conditions, criteria as well as the site, we the undersigned offer to execute, complete and maintain the whole of the said works in conformity with the said instructions, standard conditions of contract as well as relevant safety codes.

2. We undertake to commence the work within 30 days of signing of contract/agreement receipt of DAC order and complete the whole work as per the contract. We have deposited earnest money of Rs.70,000/- (Rupees Seventy thousand only) in the form of DD/ Pay order from any of the scheduled commercial bank in favour of Hony. Secy., Departmental Canteen, Deptt. of Agri. &

Coopn., New Delhi valied upto 90 days. We do herby agree that this sum shall be forfeited by the Ministry in the event our tender is accepted and we fail or delay in signing the contract or carry out the work when called upon to do so.

3. We agree to abide by this tender and keep the offer open and irrevocable for a period of 90 days from the date fixed for receiving the same and it shall remain binding upon us and the tender/

offer may be accepted at any time before expiration of that period.

3. In the event of our tender being accepted and until a formal agreement/contract is prepared and executed, this tender together will DAC&FW’s written acceptance thereof shall constitute a binding obligation upon us.

4. We understand that the Department of Agriculture, Cooperation & Farmers Welfare is not bound to accept the lowest or any tender you may receive.

5. We confirm that we shall follow all the health and safety code provisions and also assure that the work at site will conform to all relevant standards of safety and health.

Signature & Seal________________________________

Name of Authorized signatory of the tenderer: ____________________

Name of tenderer: _______________________

Address of tenderer: _______________________

Tel. No._______________________________

Email address___________________________

(The letter of authority in favour of the signatory to be submitted in original)

(9)

Open Tender No.16016/7/2014-Welfare Annexure III

List of details and documents required for Bid SI.

No.

Details and documents required for Bid To be filled by bidder 1. Name of the firm

2. Registered Address of the firm with Phone No. &

E-mail address

3. Name of the authorized representative & his Mobile No.

4. Service Tax Registration Number (copy enclosed) 5. PAN Number & TIN Number of the firm (copy

enclosed)

6. Bank Draft no. & dated of E.M.D.

7. Amount of E.M.D.

8. Name of Bank

9. Past experience as per table – I mentioned below (Please enclose copies of experience)

10. Whether firm is blacklisted/debarred by any Government Department/PSU

Table – I (as per SI. No. 9 above regarding details of past three years experience, at least two establishment of Government Department/PSU /Reputed Private Sector)

Period of contract Name of the

form/organization with whom worked

(Central Govt./Org./

PSU/Reputed Private Sector)

Type of contract undertaken

Value of contract

& other details

Remarks

2014-15 2013-14 2012-13

Signature_______________

Seal___________________

(10)

ANNEXURE - IV PROFORMA

RATES QUOTED FOR SUPPLY OF GROCERY ITEMS TO THE DEPARTMENTAL CANTEEN (AGRI.) IN RESPONSE TO LETTER NO.16016/7/2014-WELFARE DATED 01.12.2015

Sl.

No

Name of the items Size/Quantity/ Specification Monthly Requirement

*

Multiplying factor

Percentage of discount offered on MRP

A B C D E

1. Tea bags – Taj Mahal (100 bags) 1 pkt. 600 pkt. 130.00

2. LDJ Green Label Tea 1 pkt. (450 grms) 6 pkt. 690.00

3. Brook Bond Red Label 1 pkt. (500 gram) 20 pkt. 175.00

4. Brook Bond Red Label 1 pkt. (1000 gram) 40 pkt 360.00

5. Green Tea(Twings) (100 bags) 1 pkt. 18 pkt. 800.00

6. Twinings – Lemon Tea bags (100 bags) 1 pkt. 18 pkt. 770.00

7. Twinings–Earl Gray Tea Bags (100 bags) 1 pkt 5 pkt 770.00

8. Twining Darjeeling Pure(London) (Black Tea) 1 pkt (100 Pcs) 5 pkt 800.00

9. Tulsi GingerTea Bags (Organic India) 1 pkt. (100 pcs) 6 pkt. 130.00

10. Tulsi Green Tea Bags 1 pkt. (100 pcs) 6 pkt. 155.00

11. Sugar Cubes (Durala) 1 pkt. (500 grms) 1000 pkt. 55.00

12. Sugar Cubes (Trust) 1 pkt. (500 grms) 1000 pkt. 55.00

13. Nestle Everyday Milk Powder 1 pkt. (400 grms) 256 pkt. 175.00

14. Nascafe 1 pkt. (50 grms) 80 pkt. 115.00

15. Bru Coffee 1 pkt. (50 grms) 80 pkt. 85.00

16. Coffee Beans (Dana) 1 kg. 6 kg. 580.00

17. Real/Tropicana Juice Guava