INDIAN MARITIME UNIVERSITY (A Central University) East Coast Road, Uthandi, Chennai Tel: (044)

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1 INDIAN MARITIME UNIVERSITY (A Central University) East Coast Road, Uthandi, Chennai Tel: (044) Tender No. IMU/DNS-Rate Contract/ /02/2016 FOR KIND ATTENTION OF SHIP OWNING/SHIP MANAGING COMPANIES IMU is looking for partners (i) who will engage Faculty to teach specified Nautical subjects of the DNS Programme, and (ii) sponsor the students admitted to DNS Programme in IMU Campuses thereby assuring them of the 18-month on-board training. IMU is willing to enter into a Rate Contract with reputed Ship Owning/Ship Managing companies in respect of students going to be admitted to DNS in IMU Campuses for the August 2016 batch. The Rate Contract shall be valid until the conclusion of the 18-month on-board training for the August 2016 batch of DNS students as per the terms and conditions laid down in Para 2 of the bid document. The Rate Contract shall be extendable on, satisfactory performance, at the same quoted price and the same terms and conditions, for the August 2017 batch and the August 2018 batch of DNS students admitted in IMU Campuses. In this connection, IMU invites sealed tenders from reputed Ship Owning/Ship Managing Companies. The Tender Document can be downloaded from the IMU s website The last date for receiving bids is 3 p.m on Monday 29 th February REGISTRAR Tender Abstract Notice Inviting Tender No.: IMU/DNS-Rate Contract/ dated 04/02/2016. Address for Submission of Tender: The Registrar, Indian Maritime University, East Coast Road, Uthandi, Chennai

2 Date of pre-bid meeting: AM on 15 th February 2016 at IMU Mumbai Campus, (ex-meri Building), Hay Bunder Road, Mumbai. Last date for receipt of bids: 3.00 pm on Monday, 29th February Opening of Technical Bids: 3.30 pm on Monday, 29th February Opening of Financial Bids: 3.30 pm on Wednesday, 02nd March EMD Amount: Rs. 1,00,000/-. 1. Introduction: 1.1 The Indian Maritime University (IMU), Chennai is a Central University under the Union Ministry of Shipping with all India jurisdiction, with its own Campuses at Chennai, Cochin, Mumbai, Kolkata and Visakhapatnam, and with 37 Affiliated Institutes all over the country. 1.2 The Diploma in Nautical Science (DNS) Programme leading to B.Sc. (Nautical Science) [now renamed as B.Sc. (Applied Nautical Science)] is being conducted in IMU s Campuses at Mumbai, Chennai and Cochin. Following the 2 semesters of pre-sea programme, DNS has a structured 18-month on-board training component for which the necessary Training Record Book, Learning materials and guidelines have been prescribed [called the Structured Shipboard Training Programme (SSTP) guidelines]. 2. Scope of this Tender for Rate Contract: 2.1 IMU is looking for partners (i) who will engage Faculty at their expense to teach specified Nautical subjects of the DNS Programme, and (ii) sponsor the students admitted to DNS Programme in IMU Campuses thereby assuring them of the 18-month on-board training. In this connection, IMU is willing to enter into a Rate Contract with reputed Ship Owning/Ship Managing companies in respect of students going to be admitted to DNS in IMU Campuses for the August 2016 batch. The price shall be quoted per student and it shall be uniform across IMU Campuses offering DNS Programme. The Rate Contract shall be valid until the conclusion of the 18-month on-board training for the August 2016 batch of DNS students 2

3 as per Paras 2.14 and 2.15 below. The Rate Contract shall be extendable on, satisfactory performance, at the same quoted price and the same terms and conditions, for the August 2017 batch and the August 2018 batch of DNS students admitted in IMU Campuses. 2.2 The specified Nautical subjects of the DNS Programme which will have to be taught in designated IMU Campuses by the Faculty engaged by the successful bidder at their cost are: 4 papers relating to Navigation; and 2 papers relating to Cargo Handling Stowage and Seamanship; as per the approved syllabus of IMU. The number of papers and the content to be taught may vary as and when the DNS syllabus is revised. 2.3 On its part, IMU will take care of the teaching of all other subjects of the DNS Programme including Practicals as per the approved syllabus of IMU and also provide the infrastructural requirements like Hostels and Messing, Class Rooms, Laboratory facilities, Library Facilities, Books, Uniforms, etc. 2.4 The sanctioned strengths for DNS Programme of IMU Campuses are as shown in the Table below: Sl. No. Campus Sanctioned Strength for DNS 1. Mumbai 2. Chennai 3. Cochin Bid(s) should be submitted Campus-wise and will be evaluated Campuswise. A bidder may bid for all the seats sanctioned for a Campus or for a part of the same subject to a minimum of 20 seats for a Campus. A bidder is at liberty to bid for more than one Campus. 3

4 2.5 The Faculty engaged by the successful bidder should possess Master (Foreign Going) Certificate of Competency with sailing experience for a minimum period of six months at Management level within the meaning of STCW Convention in force. A minimum of 2 such Faculty shall be engaged for every 40 students or part thereof and they shall take classes as per the time-table drawn up by the IMU Campus Director concerned. The successful bidder will be required to submit a Monthly Return to the Campus Director concerned as well as Registrar, IMU furnishing details of the Faculty engaged during the preceding month and the classes conducted in the format prescribed. 2.6 It shall be the responsibility of the successful bidder(s) to ensure that the Faculty engaged by them are in position on and from the date of commencement of the Semester, and to pay their emoluments regularly. However the Faculty shall be under the academic control of the Campus Director concerned. The successful bidder should ensure that the Faculty so engaged have stability of tenure and that the Campus Director is notified in writing at least 7 days in advance whenever a change of Faculty is proposed. 2.7 It shall be the responsibility of the Faculty engaged by the successful bidder to conduct Internal Tests, Assignments, etc. and award Internal Assessment Marks in respect of the specified Nautical Papers taught by them. 2.8 If one or more Shipping Companies bid for all the DNS seats sanctioned for a Campus, then the Shipping Company quoting the lowest rate per student (L1) will be allotted all the DNS students of that Campus. In the event of a tie between two or more bidders, the seats shall be shared equally. 2.9 In cases where the bids are partial i.e. no Company bids for all the DNS seats sanctioned for a Campus, then the Shipping Company quoting the lowest rate per student (L1) will be allotted that number of DNS students for which it had bid. The rest of the bidders L2, L3, etc. will be given an opportunity to match the L1 rate. If they agree to the same, then the remaining available seats will be allocated, first to L2, then to L3, and so on 4

5 until all the seats are taken. If L2, L3, etc. do not agree to match the L1 rate, then the unfilled seats may be put to re-tender. Illustration 1: The sanctioned strength for DNS for IMU Mumbai Campus is 80. Shipping Companies A, B and C bid for all the 80 seats, of which A is L1. All the 80 DNS seats will be allotted to Shipping Company A. Illustration 2: Shipping Companies A, B and C bid for 20 seats, 30 seats and 50 seats of IMU Mumbai Campus and are L1, L2 and L3 respectively. Shipping Company A (which is L1) will be allotted 20 DNS seats. If Shipping Companies B and C (which are L2 and L3) agree to match the L1 rate, then Shipping Company B will be allotted 30 seats and Shipping Company C will be allotted [80-(20+30)] = 30 seats. If Shipping companies B and C do not agree to match the L1 rate, then the unfilled 60 seats may be put to retender Where the sanctioned strength for DNS for a Campus is apportioned among more than one Shipping Company (vide Illustration 2 under Para 2.9) then the students will be allocated by way of lots in a transparent manner. Only such a mode of allocation will be fair to the Shipping Companies as well as the students If the L1 rate is not reasonable, IMU reserves the right not to allot any seats and to cancel the tender altogether or call for a fresh tender If the number of DNS students joining an IMU Campus through Online Counselling is less than the total number of seats allotted to the bidder(s), then the bidder(s) shall be free to fill up the remaining seats with sponsored candidates of their own subject to the condition that the candidates should have qualified in IMU s CET of the year concerned. As per the decision of IMU s Executive Council at its meeting held on vide EC [pursuant to the judgment of the Constitutional Bench of the Supreme Court in India in Ashok Kumar Thakur Vs Union of India and Others {2008 (6) SCC page 1}], the seats that remain vacant among the reserved category candidates can also be filled up by candidates belonging to General category. In other words, reservations will not apply to the 5

6 remaining seats [i.e. the unfilled seats after Online Counselling is completed] filled up by the Shipping Companies with sponsored candidates of their own It shall be the responsibility of the successful bidder(s) to sponsor the students admitted to DNS Programme in the concerned IMU Campus (whether admitted through Online Counselling or filled up by themselves as indicated in para 2.12 above) thereby assuring them of the 18-month onboard training at the end of the DNS Programme It shall be the responsibility of the successful bidder(s) to ensure that the placement for the 18-month on-board training of all the sponsored students who have successfully completed the 1-year DNS Programme commences immediately after the date of publication of results of the Second Semester examinations and is completed within 9 months from that date. The bidder is not required to give placement for those DNS Students who are still carrying arrear papers even after 9 months from the date of publication of the results of the Second Semester examinations It shall be the responsibility of the successful bidder(s) to ensure that the 18-month on-board training is completed ordinarily within 30 months and mandatorily within 36 months from the date of its commencement. 3. Qualifications of Bidders: The Minimum Eligibility Criteria for the bidders shall be as follows: 3.1 The bidder should have been owning or managing at least 10 Ships each of 500 Gross Tonnage (GT) or more in each of the past 5 years i.e , , , and Mode of Proof: (i) Ship Management Companies: (a) Copy of the RPSL registration (b) Copies of returns filed to the Directorate-General of Shipping during the above 5 year period. 6

7 (ii) Ship Owning Companies: Copies of Certificates of Registries for Ships. 3.2 The bidder should have been owning or managing Ships each of 500 Gross Tonnage (GT) or more with their total Indian crew averaging at least 200 for the past 5 years i.e , , , and Mode of Proof: (i) Ship Management Companies: (a) Notarized statement of numbers of Indian crew engaged during the above 5 year period. (b) Copies of returns filed to the Directorate-General of Shipping during the above 5 year period. (ii) Ship Owning Companies: Notarized statement of Indian crew engaged during the above 5 year period. 3.3 The bidder should have been owning or managing Ships each of 500 Gross Tonnage (GT) or more and should have placed during the past 3 years (i.e , and ) Deck Cadets for on-board training of at least 6 months numbering on an average at least 2/3 rd of the number of seats presently bid (as per the Technical Bid). Mode of Proof: For both Ship Management and Ship Owning Companies: (a) Notarized statement showing the number of Deck Cadets placed for on-board training for at least 6 months during , and (b) Photocopies of the relevant CDC pages of each of the Deck Cadets as per the above notarized statement. The bidder must possess ALL the 3 Minimum Qualifying Criteria; if not, the bid will not be taken up for technical evaluation. 7

8 4. Submission of Bids 4.1 Bids should be submitted Campus-wise and will be evaluated Campus-wise. 4.2 A bidder may bid for all the seats sanctioned for a Campus or for a part of the same subject to a minimum of 20 seats for a Campus. 4.3 The Bidders shall submit their bids in two parts: (i) Technical Bid, and (ii) Price Bid. 4.4 The T echnical and Price Bids should be kept separately in sealed envelopes and both these envelopes should be kept in one sealed envelope super-scribing Tender for Rate Contract for DNS Programme in IMU Campus. T h e r e should b e a s e p a r a t e s e a le d e n velo p e for each C a mpus. 4.5 The Bid Document must be addressed to: The Registrar, Indian Maritime University, East Coast Road, Uthandi, Chennai They must sent only by Registered/Speed Post or through Special Messenger so as to reach by p m o n M o n d a y 2 9 t h F e b r u a r y Late tenders shall not be accepted. 4.6 The B i d D ocument can be downloaded from IMU s web site The Technical Bid (Campus-wise) should contain the relevant information and desired enclosures in the prescribed format [Statement no.2] along with a Earnest Money Deposit (EMD) of Rs.1 lakh in form of Demand Draft drawn in favour of Indian Maritime University and payable at Chennai. The tenders without EMD shall be summarily rejected. The EMD will be forfeited if the Bidder unilaterally withdraws the offer, or unilaterally amends, 8

9 impairs or rescinds the offer within the period of its validity. 4.8 The Price Bid (Campus-wise) should be in the prescribed format (Statement no.3) and contain only the quote of Rate per Student for the August 2016 batch of DNS students admitted in IMU Campuses. Where a bidder is participating in the bids for more than one Campus, the Rate per Student quoted should be the same across the Campuses. The Rate Contract shall be valid until the conclusion of the 18-month on-board training for the August 2016 batch of DNS students as per Paras 2.14.and 2.15 above. The Rate Contract shall be extendable on, satisfactory performance, at the same quoted price and the same terms and conditions, for the August 2017 batch and the August 2018 batch of DNS students admitted in IMU Campuses. 4.9 All prices/rates in the Price Bid should be clearly written both in figures and in words. In case of a discrepancy between the prices/rates in figures and words, the prices/rates in words will be considered correct Bidders should avoid alterations/corrections in the prices/rates submitted by them. However, if alterations/corrections in prices/rates are inescapable each alteration/ correction should be indicated both in figures and words and duly attested under the full signature of the Authorized Signatory of the Bidder All the pages of the Bid Document shall be continuously numbered and submitted as a package along with a Covering Letter in the prescribed proforma (Statement no. 1) letter on the Bidder s letter head IMU, Chennai reserves the right to independently verify the information furnished by the bidders If the bidder deliberately gives incorrect or misleading information in his tender or wrongfully creates circumstances for the acceptance of the tender, then IMU, Chennai reserves the right to reject such a tender at any stage and also blacklist/debar the Bidder from future tenders for a period of not less than 3 years. 9

10 4.14 Bidders are not allowed to bid through a consortium Bidders are not allowed to sub-contract any part or whole of this contract. 5 Tender Evaluation Process 5.1 The Technical Bids will first be opened at 3.30 pm on Monday, 29 th February 2016 in the presence of the bidders if any. 5.2 The IMU shall have the right to call upon the bidders to explain/substantiate/prove the various claims made by the bidder in Schedules within a certain period of time, and failure to furnish the said information within the time prescribed may lead to the possible rejection of the bid. 5.3 The Price Bids shall be opened at 3.30 pm on Wednesday, 02 nd March 2016 in the presence of the eligible bidders present (if any). The Price Bids of those Bidders who did not possess the Minimum Eligibility Criteria laid down in the Technical Bid will not be opened. 5.4 IMU reserves the right to accept any bid under this tender in full or in part, or to reject any bid or all bids without assigning any reason. 5.5 The successful bidder will be required to enter into a Rate Contract with the Registrar, IMU (i) for engaging qualified Faculty of the required number to teach specified Nautical subjects of the DNS Programme, and (ii) to sponsor the students admitted to DNS Programme in IMU Campuses thereby assuring them of the 18-month on-board training in accordance with the conditions laid down in Para 2 of this Bid Document. The Rate Contract shall be valid until the conclusion of the 18-month on-board training for the August 2016 batch of DNS students as per Paras 2.14 and 2.15 above. The Rate Contract shall be extendable on, satisfactory performance, at the same quoted price and the same terms and conditions, for the August 2017 batch and the August 2018 batch of DNS students admitted in IMU Campuses. 10

11 6 Security Deposit 6.1 Within 3 days of the successful Bidder's receipt of notification of award, the Bidder shall furnish a Security Deposit of Rs.2 lakhs if the number of students sponsored is 20 40, and Rs.4 Lakhs if the number of students sponsored is 41 or more - in the form of a A/C Payee Demand Draft. The EMD already paid can be adjusted against the Security Deposit. 6.2 The Security Deposit will be discharged by the IMU and returned to the Vendor not later than 90 days following the date of completion of the Vendor s performance obligations. 6.3 The proceeds of the Security Deposit shall be payable to the IMU as compensation for any loss(es) resulting from the failure of the Vendor to meet out its obligations under the Contract. This shall be in addition to any other action/penalty taken by IMU for delays/default/failure on the part of the Vendor. 7 Payment Terms: 7.1 No advance will be paid to the successful bidder. 7.2 The payments to the successful bidder shall be student-wise and shall be made in 4 stages as follows: i) 40% on placement of each DNS student for on-board training. ii) 20% after completion of 6 months training on-board of each DNS student. iii) 20% after completion of 12 months training on-board of each DNS student. iv) 20% after completion of 18 months training on-board of each DNS student. At each stage, IMU will make the payment based on a claim preferred by the successful bidder along with an acknowledgement from the DNS student. 11

12 IMU reserves the right to prescribe separately the formats for making the claim and the mode of receiving acknowledgement from the student. IMU also reserves the right to independently test check whether the claims made by the bidder are correct. Note: In the event of any change in the DNS regulations in the future reducing the period of on-board training from 18 months to 12 months, the payment shall be made in 3 stages: (i) 40% on placement of each DNS student for on-board training. (ii) 30% after completion of 6 months training on-board of each DNS student. (iii) 30% after completion of 12 months training on-board of each DNS student. 7.3 The above payment schedule is subject to timely and satisfactory completion of all the steps/activities leading to each stage. 7.4 In the event of unsatisfactory performance or non-performance of any of the steps/activities not attributable to IMU or to Force Majeure causes, IMU shall have the right to terminate the contract altogether (upon which the Security Deposit paid by the successful bidder shall stand forfeited). 8 Resolution of Disputes Should any dispute arise between the Bidder and the IMU which cannot be resolved amicably through mutual negotiations, the same shall first be resolved through Arbitration, failing which in a Court of competent jurisdiction based in Chennai irrespective of the locus of the dispute

13 Bid Document 13

14 Indian Maritime University, Chennai Statement No.1 Covering Letter to Accompany Technical Bid (Separately for each IMU Campus) [On the Letter head of the Bidder and to be put in a separate sealed cover along with Statement no. 2 (Technical Bid), and DD for EMD of Rs. 1 lakh] Reference: IMU s Tender Notification for vide Advt. Dt. From Name & Address of the Bidder To The Registrar, Indian Maritime University, East Coast Road, Uthandi, Chennai Sir, We are a [Introduce your company and its activities with particular reference to your experience in providing placement or training slots in the Ships Owned/ Managed by your Company. Also furnish particulars of your registration with various statutory Tax authorities. Not more than 200 words]. 2) We hereby submit our Bid for IMU Campus for the Rate Contract for (i) engaging qualified Faculty of the required number to teach specified Nautical subjects of the DNS Programme, and (ii) to sponsor the students admitted to the August 2016 batch of DNS Programme in that Campus 14

15 thereby assuring them of the 18-month on-board training in accordance with the conditions laid down in Para 2 of this Bid Document. We understand that the Rate Contract shall be valid until the conclusion of the 18-month on-board training for the August 2016 batch of DNS students. We also understand that the Rate Contract shall be extendable on, satisfactory performance, at the same quoted price and the same terms and conditions, for the August 2017 batch and the August 2018 batch of DNS students admitted in IMU Campuses. 3) We have enclosed a Demand Draft bearing No. dated for Rs.1 lakh towards Earnest Money Deposit (EMD) in the name of the Indian Maritime University, payable at Chennai. 4) We have read and understood and hereby agree to all the terms and conditions stipulated by IMU in this tender. 5) We certify that all the particulars furnished in our Bid are true and correct and based on documentary evidence. We understand that if any of the particulars is found to be false or misleading, IMU has the right to summarily reject our bid at any stage. 6) In the event of our being awarded the Rate Contract, and understanding the urgency involved, we undertake to remit the Security Deposit and execute the Contract with IMU within 4 (four) working days from the date of issue of the Purchase Order failing which the Purchase Order may be cancelled and the EMD forfeited. 7) Our Price Bid is inclusive of all taxes, duties and charges and the rate quoted by us shall be firm and valid for the duration of the Rate Contract and its subsequent extensions if any. 8) We shall work closely with IMU and keep IMU posted at every stage about the progress made. Date: Place: Yours faithfully, Signature with Seal of Authorised Signatory 15

16 Indian Maritime University, Chennai Statement No.2 TECHNICAL BID (Separately for each IMU Campus) 1. Name and Address of the Shipping Company: 2. Indicate whether Ship Owning Company or Ship Management Company : 3. If Ship Owning Company, what is the IMO No. of the Company: 4. If Ship Management Company, what is the RPSL No.: 4.1 Whether a copy of the RPSL registration enclosed: Yes/No 4.2 If Yes, indicate the page no. of the Bid Document: 5. Abstract of the Bid: Name of the IMU Campus No. of DNS seats bid for 6. Have you been owning or managing at least 10 Ships each of 500 Gross Tonnage (GT) or more in each of the past 5 years i.e , , , and ? Yes/No 6.1 If the answer is Yes, please furnish the Total Number of Ships each of 500 Gross Tonnage (GT) or more Owned/Managed in each of the last 5 Years in the Table shown below: Sl. No. Year Total No. of Ships (>500GT) Owned/Managed by the Company

17 For both Ship Management Company or Ship Owning Company whether Notarized statement of the total number of Ships (>500 GT) Owned/ Managed by the Company during the above 5 year period has been enclosed: Yes/No If Yes, indicate the page nos. of the Bid Document where available: Note. The attestation of Notary Public can be done either on this bid document itself under the Table in Para 6.1 or can be attached as a separate statement. 6.2 Please furnish the Names and other details of at least 10 Ships currently Owned/Managed by the Company in the Table shown below: Sl Name of the IMO Gross Flag of the Port of Name of the No. Ship No. Tonnage Ship Registry. Ship Owner If a Ship Management Company, whether copies of returns filed to the Directorate-General of Shipping during the above 5 year period have been enclosed: Yes/No If Yes, indicate the page nos. of the Bid Document where available: 6.4 If a Ship Owning Company, whether copies of Certificate of Registry of the 10 Ships listed in the Table under 7.2 above have been enclosed: Yes/No If Yes, indicate the page nos. of the Bid Document where available: 17

18 7. Have you been placing on-board on Ships (> 500 GT) Indian crew averaging at least 200 for the past 5 years i.e , , , and ? Yes/No 7.1 If Yes, please furnish the details in the Table shown below: S.No. Year Total Number of Indian Crew Placed on Board of Various Ships>500GT For both Ship Management Company or Ship Owning Company whether Notarized statement of numbers of Indian crew engaged during the above 5 year period has been enclosed: Yes/ No If Yes, indicate the page nos. of the Bid Document where available: Note. The attestation of Notary Public can be done either on this bid document itself under the Table in Para 7.1 or can be attached as a separate statement. 7.3 If a Ship Management Company - whether copies of returns filed with the Directorate-General of Shipping during the above 5 year period have been enclosed: Yes/No If Yes, indicate the page nos. of the Bid Document where available: 8. Please furnish the details of placement of Deck Cadets for on-board training of at least 6 months during the past 3 years i.e , and in the Table shown below: 18

19 Sl.No. Year Total Number of Deck Cadets placed for on-board training for at least 6 months For both Ship Management Company or Ship Owning Company Have you enclosed the Notarized statement showing the number of Deck Cadets placed for on-board training for at least 6 months during , and : Yes/No If Yes, indicate the page nos. of the Bid Document where available: Note. The attestation of Notary Public can be done either on this bid document itself under the Table in Para 8.1 or attached as a separate statement. 8.2 What is 2/3 rd of the number of DNS seats bid for as per the Table in Para 5 above: Have you enclosed the photocopies of the relevant CDC pages of the above number of Deck Cadets : Yes/No If Yes, indicate the page nos. of the Bid Document where available: Declaration I/We certify that all the particulars furnished above are true and correct and based on documentary evidence, and that I/we understand that if any of the above particulars is found to be false or misleading, our bid is liable to be summarily rejected at any stage. Date: Place: Signature with Seal of Authorised Signatory 19

20 Indian Maritime University, Chennai Statement No.3 Price Bid (Separately for each IMU Campus) [On the Letter head of the Bidder and to be put in a separate sealed cover] Reference: IMU s Tender Notification for vide Advt. Dt. From Name & Address of the Bidder To The Registrar, Indian Maritime University, East Coast Road, Uthandi, Chennai Dear Sir, We hereby submit our Price Bid for entering into a Rate Contract with the Registrar, IMU (i) for engaging qualified Faculty of the required number to teach specified Nautical subjects of the DNS Programme, and (ii) to sponsor the students admitted to DNS Programme in IMU Campuses thereby assuring them of the 18-month on-board training in accordance with the conditions laid down in Para 2 of this Bid Document. Rate in INR per Student (in figures) Rate in INR per Student (in words) 20

21 Our Price Bid is inclusive of all taxes, duties and charges. The rate per student quoted by us shall be firm and valid for the duration of the Rate Contract and its subsequent extensions if any (as specified in Para 5.5 of this Bid Document). Date: Signature with Seal of Authorised Signatory Place: 21