NATIONAL FERTILIZERS LIMITED, BATHINDA (P&A DEPT.) NOTICE INVITING TENDER. No: NFB/Ad/28/15E/ Dated:

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1 NATIONAL FERTILIZERS LIMITED, BATHINDA (P&A DEPT.) NOTICE INVITING TENDER No: NFB/Ad/28/15E/ Dated: Sub:-Supply of Tata Indica AC (Brand New) for local duties Sealed Tenders are invited in two-part bid system for supply of Tata Indica AC (Brand New) on 10 hours per day for local duties alongwith driver, repair and maintenance of vehicle. The contract shall be for a period of two years with an estimated value of contract of Rs.5.85 Lacs. (Include reimbursement of cost of diesel for Kms. at the existing rate of Rs with an average mileage of 15 kilometer per litre) Interested parties will have to deposit EMD of Rs.9350/- by Demand Draft drawn in favour of NFL payable at Bathinda. The tender cost will be Rs.275/-. The tender document can be purchased against the receipt issued by our F&A Deptt. for having deposited the cost of tender document or against Demand Draft of Rs.275/- drawn in favour of NFL payable at Bathinda. The Tender documents can be obtained during working hours upto PM on The last date for submission of the tenders will be upto PM which will be opened in the office of Sr.Manager (P&A) on the same day at 3.30 PM in the presence of the tenderer who wish to be present. In case the said date happens to be a holiday or is a subsequently declared holiday on that day, then next working day shall be treated as due date. The tender documents can also be downloaded from NFL Website In case of downloading of tender document from the website, DD amounting to Rs.275/- towards the cost of tender document and Rs.9350/- towards EMD shall be required to be enclosed by such tenderer along with their offer. Cuttings or over writings can disqualify the tender. The tenders received without EMD shall be rejected out rightly. NFL reserves the right to accept/reject any/all the tenders without assigning any reason thereof. DY.GENERAL MANAGER (HR)

2 SCOPE OF WORK AND GENERAL TERMS & CONDITIONS OF THE TENDER FOR SUPPLY OF TATA INDICA AC (BRAND NEW) ON 10 HOUR BASIS PER DAY FOR LOCAL DUTIES 1. Submission of Tender The tenders shall be submitted in two part bid system viz. (a) Part-I Techno- Commercial bid as an Annexure-I and Part-II Price Bid as an Annexure II. The envelope containing the Techno Commercial Bid and Price Bid must be super scribed as TECHNO COMMERCIAL BID AND PRICE BID separately and contain the documents in the envelope as follows: - (a) Envelope No.1 (TECHNO-COMMERCIAL BID) shall contain the following documents: - (i) EMD (amounting to Rs.9350/-in the shape of DD drawn in favour of NFL payable at Bathinda.) (ii) Annexure-I of Techno commercial bid alongwith duly signed tender documents for having understood and accepted the terms and conditions of the NIT. (iii) Annexure-V - that the brand new Tata Indica AC will be supplied within 15 days from the date of issue of Letter of Intent. (iv) Proof of Ten Digit Pan Number (v) Proof of EPF & ESI Code (vi) The tenderer shall indicate relationship, if any with NFL employees in Annexure-III. If the contractor has no relative in NFL then NIL certificate is to be given. (vii)the tenderer shall submit a declaration in Annexure-IV, duly signed. (b) Envelope No.2 shall contain only PRICE BID as per Annexure-II of NIT 2. Earnest Money Deposit The Tenderer will be required to deposit Rs.9350/-as Earnest Money along with tender in the form of DD drawn in favour of NFL payable at Bathinda. In case of successful tenderer, the Earnest Money will be adjusted towards Security Deposit. The EMD of unsuccessful tenderers will be refunded without any interest after finalization of the contract. THE EMD WILL BE FORFEITED IN CASE THE TENDERER BACK OUT FROM THE QUOTED RATE, AFTER OPENING OF THE PRICE BID AND REFUSE TO ACCEPT THE LOI/WORK ORDER. 3. Eligibility Criteria a. The Tenderer shall submit an undertaking in Annexure-V that Brand new Tata Indica AC will be supplied within 15 days from the date of issue of Letter of Intent. b. The Tenderer shall give proof of Ten Digit PAN Number. c. The Tenderer shall give proof of EPF and ESI Code. d. The Tenderer shall indicate relationship, if any with NFL employees in Annexure-III attached herewith. If the contractor has no relative in NFL then NIL certificate is to be given. e. The Tenderer shall submit a declaration in Annexure-IV.

3 4. Scope of Work -: 2: - (i) The Tenderer has to supply Brand New Tata Indica AC (Diesel Driven) in his own name or in the name of firm alongwith experienced driver with valid driving licence within a period of 15 days from the date of placement of letter of intent and accordingly the two years contract period will be considered from the date of supply of vehicle to NFL. The repair, maintenance, insurance, mobile charges and all other allied expenses relating to vehicle including Govt.statutory obligations will be to contractor's account. The contractor will quote monthly rent for supply of brand new Tata Indica AC(Diesel Driven) in Col.No.3 & rent for 24 months in Col.No.5 against Description of Item ( Col.No.A) in price bid (Annexure-II), which shall remain firm during the validity of the contract period of twoyears/extended period of contract, if any. The Tenderer himself shall arrange diesel and shall provide documentary evidence in support of prevailing rate of diesel at Bathinda City alongwith monthly bill. The cost of diesel shall be reimbursed to the contractor as under: - Monthly running of vehicle (Kms.) X Rate of diesel during the month in Rupees 15 KMPL The tentative monthly running of vehicle will be approx Kms. However, there will be no guarantee for running of 2000 Kms. during the month, which can increase or decrease upto any extent depending upon the requirement for utilization of vehicle during the month. (ii) The increase in minimum wages of one car driver over and above the minimum wages as on the date of opening of techno-commercial bids, as notified by the Punjab Govt.from time to time, will be reimbursed to the contractor as per the following formula: - (Revised monthly minimum wages of Car driver - Minimum monthly wages of car driver as on the date of opening of techno-commrcial bids) (iii) In case of overstay of vehicle for more than 10 hours per day or for any requirement of vehicle thereafter, the tenderer shall quote per hour OT rate in Column No.B (Description of Item) in price bid. The tentative quantity of overtime for two years will be approx hours, which can increase or decrease to any extent, as per requirement. (iv) The car parking charges and toll tax charges will be reimbursed to the tenderer alongwith monthly bill on submission of documentary evidence.

4 - : 3 : - GENERAL TERMS & CONDITIONS (1) The vehicle supplied shall be parked at a suitable location in NFL premises as per instructions of Officer-in-Charge from time to time. The same vehicle shall be deployed during the entire period of contract except in case of break down. However, the tenderer shall be allowed to take the vehicle for routine maintenance in the second half of last Saturday of the month limited to three hours provided there is no demand of vehicle. (2) The vehicle supplied including Speedometer/Milo meter must be in good working condition at all times. (3) The driver with valid driving licence should be deployed on the vehicle daily for providing services. (4) The vehicle alongwith the documents such as RC, payment of Road Tax and Insurance Policy etc. will be subject to inspection from time to time. (5) The Tenderer will be entirely responsible for keeping the vehicle in road worthy condition for which the contractor shall have to get the vehicle inspected by our HES (Mech.) Engineer for certification of roadworthiness of the vehicle as and when required. (6) The Tenderer will be responsible for all acts and deeds of the Driver of the vehicle and shall ensure proper behaviour with Operational Staff. The Company shall not be responsible for any violation of traffic rules or other Laws of the Land by the vehicle or by the Driver/Contractor. The Tenderer will indemnify NFL for any loss, damages suffered by NFL due to any default by the driver. (7) The Tenderer shall ensure that the vehicle and the driver are adequately covered under Comprehensive Insurance. NFL shall not be responsible for any consequences/damages etc. to the vehicle or public property due to any accident or otherwise and injuries caused to the Driver or public. To this effect, the Contractor shall indemnify NFL from the consequences. (8) NFL reserves the right for seeking replacement of driver, if not found suitable to requirements of NFL. (9) The price bids shall be opened of those tenderers only who fulfill the eligibility criteria. (10) The offer shall remain valid for a period of 120 days from the date of submission of tender. (11) Conditional tender shall be rejected out rightly. (12) Penalty In case the vehicle supplied goes under break down due to one reason or the other, the contractor has to provide substitute vehicle within one hour. In case, the Contractor fails to provide substitute vehicle or NFL refuses to accept the vehicle due to condition of the vehicle/non-fulfillment of various conditions within the prescribed time, penalty of Rs.100/- per hour or part thereof will be imposed. In case of failure to supply the vehicle by the contractor within two hours, NFL can arrange vehicle at the risk and cost of the contractor plus 25% departmental charges. Penalty so imposed will be deducted from the monthly bill.

5 - : 4 : - Any lapse on the part of the tenderer will amount to deficiency in services, which will attract penalty as mentioned above and may entitle NFL to terminate the contract without any notice (13) Payment of Minimum Wages The Tenderer will ensure payment of minimum wages of car driver to the driver to be deployed on the vehicle, during the contract period including extended period, if any, as notified by the Punjab Govt. from time to time under the Payment of Minimum Wages Act. The Tenderer shall also ensure deduction of PF, ESI and other statutory benefits as per Rules. The tenderer will be wholly responsible for violation of any Labour Laws. (14) The Tenderer must possess telephone in office as well as at his residence for proper communication. The Tenderer shall also provide mobile to the driver on duty for timely communication. (15) Payment (i) The Tenderer shall submit his monthly bill on NFL's Computerized format, in duplicate, alongwith the Log book sheets complete in all respects and photo copy of wage sheet towards payment of wages to the driver, ESI & EPF Challans and documentary evidence of parking/toll tax, if any. The payment will be made by cheque within 30 days from the receipt of the bill provided the same is in order. (ii) TDS will be deducted from the bills as applicable under Income Tax Act. (16) The contractor shall quote the rates inclusive of all taxes and duties but excluding service tax if any and the same will be reimbursed to the Contractor against furnishing of documentary evidence of its deposit by due date. The contractor must claim service tax in the RA Bill and submit the documentary evidence for levy and deposit of service tax by the end of next month from the date of payment of monthly bill. In case these documents are not submitted by said time, NFL`s liabilities regarding reimbursement of service tax shall extinguish. The rates quoted by the contractor including all taxes and levies (except service tax) shall remain firm throughout the contract period including the extended period. (17) Security Deposit The tenderer shall be required to deposit security equal to 10% of the contract value. The EMD deposited by the tenderer shall be adjusted towards the security deposit. An amount of 10% shall be deducted from monthly bills until to make total security deposit equal to 10% of the contract value towards faithful execution of the contract. The tenderer can also submit Bank Guarantee for an amount equal to 10% of contract value in lieu of deductions from monthly bills towards security deposit, which shall be valid for the contractual period plus three months claim period from any scheduled bank in favour of NFL. The security deposit shall be released after three months from the date of satisfactory completion of the contract period including extended period, if any. No interest shall be payable on security deposit.

6 - : 5 : - NFL reserves the right to forfeit the Security Deposit /Bank Guarantee of the tenderer in case the tenderer does not accept the extension of contract or leave the contract incomplete during the contract period. Any dues outstanding against the tenderer shall be recoverable out of the Security Deposit/Bank Guarantee/EMD or pending bills of the contractor. (18) In case of termination of the contract due to non-satisfactory performance by the tenderer, additional expenditure involved alongwith 25% departmental charges in lining up of another contract will be recovered from the tenderer. (19) NFL reserves the right to terminate the contract anytime by giving ONE- MONTH Notice without assigning any reason thereof. (20) On expiry of the contract, the Contractor shall be required to submit the following Certificate along with the final bill: Certified that I/We have made all payments towards wages as defined under Payment of Wages Act 1936 and Contract Labour (Regulation & Abolition) Act 1970 in respect of manpower engaged/employed for the execution of the works awarded by NFL Bathinda vide Work Order No.NFB/Ad./28/15E dated. It is further certified that in case any dispute arises on account of the above for the execution of above referred work order, we undertake to discharge our statutory obligations, if any and hereby indemnify M/s.NFL from any such responsibilities/payments. (21) Arbitration In case of any dispute between the parties, the matter will be referred to the sole arbitration of Head of Unit, NFL, Bathinda, or his authorized nominee whose decision shall be final and binding. (22) Agreement The successful contractor will be required to execute an agreement with NFL in the format to be supplied by NFL, on non-judicial Stamp Paper of Rs.25/- within one month after start of work. The cost of stamp Paper will be borne by the Contractor. (23) Jurisdiction The Agreement shall be subject to jurisdiction of appropriate court in Bathinda only to the exclusion of all other courts in the country, which may also have jurisdiction in the matter. (24) Extension of Contract NFL reserves the right to extend the contract for a further period of one year after completion of two years contract period, on the same rates, terms and conditions, which shall be binding on the contractor.

7 -: 6 : - (25) The prospective tenderers having any common Partners/Directors/Managing Partners etc.or having any other common criteria shall be considered as Sister/Group/Associate Company. In such cases, only one of them will be eligible for participating in the tender. (26) One person will be allowed to represent only one tenderer during discussions/negotiations with NFL. If same person is representing different companies with authorization letter from more than one company, such person will be allowed to represent only the first company called for negotiations. (27) Bidders may ensure that tender documents/offer has been signed by appropriate/authorized representative of the Company. Withdrawal of offer/non-acceptance of orders placed based on offers submitted by bidders on their letter head will not be allowed on the grounds that offer was not signed by authorized person. (28) The tenderer shall quote the price strictly as per Annexure-II enclosed for schedule of prices. Parties should quote one rate for specific quantity quoted by them. Tenders with quotation of different rate for different quantities shall be rejected without any further reference. (29) The tenderers must give their postal address as well as their residential address and telephone/fax/mobile number(s). Tender will be rejected if the tenderer can not be contacted after reasonable search and the earnest money deposit will be forfeited by NFL. (30) When the tender submitted is not in the name of an individual, the tenderer shall disclose the nature, constitution and registration of the tendering firm and shall be signed by a person or persons duly authorized by the firm by means of a legal document/power of Attorney, a duly certified/notorized copy of the same shall be attached with the tender. (31) Once the tenderer has given an unconditional acceptance to NFL/s Tender conditions in its entirety, he/she is not permitted to put any remark(s)/condition(s), (except unconditional rebate on price, if any) in the tender, failing which NFL shall, without prejudice to any other right or remedy, be at its liberty to forfeit the EMD absolutely. (32) The tenderers are advised to visit and inspect the site on any working day to collect all information that will be necessary for preparing the tender and entering into a contract for the services to be rendered. The tenderer shall be deemed to have fully satisfied himself about the quantum of job before submitting his quotation whether he inspects it or not and no extra charges consequent on any misunderstanding or otherwise shall be allowed. (33) Submission of a tender by a tenderer implies that he has read the NIT and instructions and all other contract documents and has made himself aware of the scope of work and other factors having a bearing on the execution of the works under the contract. (34) The tenderer shall not sublet the contract. (35) NFL reserves the right to accept/reject any or all the tenders without assigning any reason.

8 - : 7 : - (36) The tenderer should return one copy of this tender document duly signed on each page in token of having understood the terms and conditions of the tender document. Dy.General Manager (HR)

9 Annexure-I Part-I TECHNO-COMMERCIAL BID 1. Status of the Party(Sole Proprietorship/Partnership Firm/Ltd.Company) 2. Whether undertaking submitted in Annexure-V Yes/No to the effect that Brand new Tata Indica AC will be supplied within 15 days from the date of issue of Letter of Intent/Work Order. 3. Proof of Ten Digit PAN Number attached Yes/No PAN Number 4. Proof of EPF Code attached Yes/No EPF Code No. 5. Proof of ESI Code attached Yes/No ESI Code No. 6. Details of EMD submitted D.D.No. Date Amount Rs. 7. Whether any relation is working in NFL, if yes give details, if not, No Relation Certificate to be attached as per Annexure-III 8. Whether declaration in Annexure-IV is submitted Yes/No Yes/No SIGNATURE OF THE TENDERER NAME & ADDRESS RUBBER STAMP TEL No.(O) MOBILE NO

10 PRICE BID ANNEXURE-I I Description of Item Unit Rate (Rs.) Qty. (Mon ths) Amount (Rs.) (Monthly Rent X 24) (3 X 4) (A) Monthly Rent Month In Figures 24 In Figures including Driver, (No) repair, mtce., mobile charges,insurance and all other allied In Words In Words expenses relating to supply of brand new Tata Indica AC(Diesel Driven ) to contractor's account but excluding the cost of diesel which will be reimbursed as per Clause No.(4)(i) of Scope of Work (B) Per Hour OT Rate as per Clause No.4(iii) of Scope of Work (In Figures) (In Words) SIGNATURE OF THE TENDERER NAME ADDRESS RUBBER STAMP MOBILE NO. DATE

11 ANNEXURE-III NO RELATION CERTIFICATE It is certified that I do not have relationship with any of the employees working in NFL. The above statement is true and is submitted against NIT No.NFB/Ad./28/15E dated of Personnel & Administration Department, NFL, Bathinda. Dated: Signature of the Tenderer (Rubber Stamp)

12 ANNEXURE-IV DECLARATION (i) (ii) That no other Firm/Sister concern/associate belonging to the same group is participating/submitting this tender. That the bidders, their associates, Sister concerns, etc., have not been black listed by any Institutional agency/govt.deptt./public Sector Undertakings in the last two years. In case of concealment of any fact, if detected later on, such tenderer will be debarred from all future dealings with NFL. The above statement is true and is submitted against the Tender Enquiry No.NFB/Ad./28/15E dated of Personnel & Administration Department, NFL, Bathinda. Date: Signature of the tenderer (Rubber Stamp )

13 Annexure-V UNDERTAKING I/We give an undertaking that Brand new Tata Indica AC will be supplied within 15 days from the date of issue of Letter of Intent/Work Order. Signature of the Tenderer Name Address Rubber Stamp Tel.No. (O) (R) (M)