NOTICE INVITING TENDER

Transcription

1 BECIL/Admn/Cafeteria/2014/03 November 18 th 2014 NOTICE INVITING TENDER Request for proposal for selection of agency for providing Vending Machine with four option/outlet on rental basis with operator service for a period of One year at BECIL Bhawan, Sector-62, Noida BROADCAST ENGINEERING CONSULTANTS INDIA LTD Head Office: 14-B Ring Road, IP Estate, New Delhi Tel: Fax: Corporate Office: 56-A/17, Block-C, Sector-62, Noida Tel: Fax: Page 1 of 14

2 BECIL/Admn/Cafeteria/2014/03 RFP Date: November 18, 2014 Due Date: December 5, 2014 TENDER NOTICE For Hiring of Tea & coffee vending machine Request for proposal for selection of agency for providing vending machine with four option/outlet on rental basis with operator service for a period of One year at BECIL Bhawan, Sector-62, Noida Broadcast Engineering Consultants India Ltd. (BECIL) a public sector enterprise under Ministry of Information & Broadcasting, Government of India has decided to outsource the services for tea, coffee, soup vending machine on rental basis at BECIL Bhawan from the agency having expertise in providing such services as per the standards and specifications set out in this tender document in particular and good industry practice in general. BECIL invites sealed tenders on two bid basis for selection of agency to provide services of four option tea/coffee/soup vending machine on rental basis for a period of One year at BECIL Bhawan, Sector-62, Noida. The following is RFP tentative schedule and critical dates:- i) Issue of RFP notification : November 18, 2014 ii) Submission of proposals : Before 1500 hrs on December 5, 2014 iii) Opening of envelope containing documents in support of pre qualification/eligibility criteria : 1600 hrs on December 5, 2014 iv) Opening of financial bids : Shall be informed later to qualified bidders v) Contact detail in case of any clarification : Mr. Binay Tiwari (binay.tiwari@becil.com) Mr. K. S. Bhatia (khuswindersingh@becil.com) BECIL reserves the right to amend the RFP tentative schedule and critical dates. Before submitting the bids prospective bidders are requested to visit the BECIL Bhawan and make them thoroughly acquainted with its local demographic conditions. Tender document can be downloaded from the site or can be obtained from Corporate Office: BECIL Bhawan, 56-A/17, Block-C, Sector-62, Noida , Uttar Pradesh on payment of Rs. 500/- in cash or through demand draft in favor of Broadcast Engineering Consultants India Ltd. and payable at New Delhi. Along with technical bid, the Bidder shall ensure submission of proof of payment for fee of Rs. 500/- for purchase of tender document in the form of cash receipt or bank draft for tender documents downloaded from site. Micro, Small & Medium Enterprises vendors are exempted for payment of tender fee, however documentary proof is required to be enclosed in technical / eligibility bid. Page 2 of 14

3 Above benefits will also be accorded to the vendors registered with NSIC under a single point vendor registrations scheme, however documentary proof is required to be enclosed in technical / eligibility bid. 1. GENERAL 1.1. Intent of Request for Proposal Broadcast Engineering Consultants India Ltd. (BECIL) has decided to outsource the services for tea, coffee, soup vending machine on rental basis at BECIL Bhawan from the agency having expertise in providing such services as per the standards and specifications set out in this tender document in particular and good industry practice in general Procedure for submission of bids and terms and conditions The proposals are to be submitted in two envelopes as two-bid basis with one envelope containing documents in support of pre qualification/eligibility criteria and super scribing on top Technical / Eligibility Bid for Selection of Agency for Supply & Operation of Tea/Coffee/Soup vending machine on rental basis and other envelope containing the financial bid and super scribing on top Financial / Commercial Bid for Selection of Agency for Supply & Operation of Tea/Coffee/Soup vending machine on rental basis properly sealed separately and then submitted in a sealed outer cover clearly marked Bid for Selection of Agency for Supply & Operation of Tea/Coffee/Soup vending machine on rental basis Outer envelope should have super scribing on top, tender number, name of work, time and date for submission and time and date for opening. The envelope should also bear the name and address of the tenderer and the same to be submitted up to 1500 hrs on December 5, All the bid responses must be addressed and submitted at the following address:- The Chairman and Managing Director, Broadcast Engineering Consultants India Limited, 56-A/17, Block-C, Sector -62, Noida (UP) Tender fee, EMD by way of DD/BG in favor of BECIL must be enclosed in the Technical / Eligibility Bid The submissions received after the stipulated time and date shall not be entertained BECIL takes no responsibility for delay, loss or non-receipt of the tender document sent by post/courier BECIL reserves the right to reject any or all tenders without assigning any reason whatsoever BECIL also does not bind itself to accept the lowest rate Telex/FAX/ offers will not be accepted Page 3 of 14

4 Bids, both technical and financial, should reach the above address before 1500 hours on 05/12/2014. Late bids will not be considered. It shall be responsibility of the bidder to ensure that the bid has been received on time and at proper place before the deadline. Bids submitted through fax and s will not be considered Bids shall be opened on the same day at 1600 hours in the presence of bidders who may choose to be present All bids are to remain valid for a period of 3 (Three) months from the last date of submission At any time prior to the last date in respect of bids BECIL may for any reason whether at its own initiative or in response to a clarification requested by prospective bidder/bidders modify the RFP by an amendment which shall be notified through the official website of BECIL and will be binding on the bidders. Therefore, it is advised that the prospective bidders frequently visit the website and take note on any amendments during the bid process BECIL reserves the right to alter/modify the scope of work mentioned in this RFP document at any state of the bidding process and contract The commercial bid shall clearly intimate the price to be charged without any qualification whatsoever and should be inclusive of all charges. Taxes as applicable shall be included in the price bid separately For evaluation and comparison of tenders, BECIL may ask bidders individually for clarification of their bid documents, including breakdown of rate. The request for clarification and the response shall be in writing, but no change in the price or substance of the tender shall be sought, offered or permitted except as required to confirm the correction of arithmetical errors discovered by the BECIL during the evaluation of the tenders BECIL reserves the right to inspect the service area and review it on weekly basis. The agency will be fully transparent and responsive for ensuring the quality and quantity, maintaining proper hygiene and cleanliness while handling raw materials, preparation, packaging, supply, service, etc. of items in accordance with the specified parameters as per rules Eligibility Criteria Eligibility of the bidders shall be on the basis of their technical as well as financial strengths and track record. The bidder is required to submit documentary evidence in support of the following: a. Only authorized distributer/franchise/supplier of some renowned brand names like Nestle, Hindustan Unilever, Cafe Coffee day, Georgia, Nescafe, Tata Coffee or equivalent in the business of Tea/Coffee/Soup vending machines and supply of materials with minimum experience of 3 years in the trade are permitted b. The agency should have prompt technical support team to rectify / address any technical problem of the machines on urgent basis c. The agency should have minimum 10 Tea/coffee vending machines at one or more location in the city. Page 4 of 14

5 d. The agency must have handled at least two similar works of turnover of Rs 6 Lakh per annum each for the last three years. e. The Agency should have minimum average turnover of Rs. 15 Lakhs for the last three years. f. The bidders shall provide documentary proof of the registration under their own name. The registration must be in force and shall not expire during the course of agreement. The requisite details in respect of PAN, VAT as well as Service Tax must be furnished. g. The bidder should not have been barred or black-listed by any of the Government department / PSUs / Company in the past two years. Self undertaking on company letter head is to be enclosed. h. Bidder is expected to examine all instructions, forms, terms, specifications, and other information in the bidding documents. Failure to furnish all information required by the bidding document or to submit a bid not substantially responsive to the bidding documents in every respect will be at bidder s risk and may result in the rejection of Bid. i. Bidder should attach necessary supporting documents (self-attested copies) as proof in respect of each of the eligibility criteria mentioned above along with duly filled in prequalification Performa as included in this tender document. The agency should have to submit the following documents duly attested along with quotation: j. Copy of acknowledgment of income Tax returns for last 3 years along with copy of PAN card. OR k. Audited financial statement i.e. balance sheet / profit & loss statement / cash flow statement for the last three years. l. VAT / DVAT registration certificate. m. A list of similar works executed including works in hand for the last three years including number of machines installed. n. Authorized distributer/franchisee certificate of the reputed brands as mentioned at sub clause (a) o. Tender form will be available for sale in the BECIL office (on all working days) from to (between to 1730 hrs.) Tender documents describing the eligibility criteria, scope of work/ services and the terms & conditions for the contract are available for purchase on payment of a non refundable fee of Rs 500/- (Rupees Five Hundred Only) through DD/ Bankers Cheque drawn in favor of Broadcast Engineering Consultants India Ltd payable at New Delhi / Delhi. p. Tender can also be downloaded from our website and payment of towards the cost of tender i.e. Rs 500 /- can be submitted along with tender submission Micro, Small & Medium Enterprises vendors and the vendors registered with NSIC under a single point vendor registrations scheme are exempted for payment of tender fee, however documentary proof against their registration is required to be enclosed in technical/eligibility bid. q. Duly signed/ filled up tender form may be submitted till 1500 Hrs on r. The technical bid of the tender will be opened 1600 Hrs on Page 5 of 14

6 1.4. General Terms and Conditions Earnest Money Each bidder is required to submit earnest money deposit of Rs. 20,000/- (Twenty Thousand only). EMD should be in the form of demand draft / bank guarantee from Nationalized/Scheduled Bank valid for a period of three months beyond the date of opening of bids and in favour of Broadcast Engineering Consultants India Limited payable at New Delhi and this EMD shall be part of the technical/eligibility bid. Bids not accompanied with EMD shall stand summarily rejected. EMD will be returned to all unsuccessful bidders and EMD of successful bidder will be returned after submission of PBG as per clause Micro, Small & Medium Enterprises vendors and the vendors registered with NSIC under a single point vendor registrations scheme are exempted for payment of Earnest Money Deposit, however documentary proof against their registration is required to be enclosed in technical/eligibility bid Prices i) The bidder shall indicate the prices in Indian Rupees only. ii) All the applicable taxes must be specified clearly in the financial bid iii) The rates of rental services and for the consumable items as asked in the commercial bid Performa should be quoted with breakup of all taxes and all other cost incidental thereto. iv) Prices quoted by the bidder shall be fixed. Bids submitted with adjustable price quotations will be rejected Invoicing Invoice on shall be prepared in the name of Broadcast Engineering Consultants India Limited and sent to BECIL office at Noida Commencement of the Services The successful bidder shall have to commence the work within 07 (seven) days of acceptance of contract/ work order. The contract shall initially be valid for a period of 3 (three) months and may be extended further on a yearly basis subject to satisfactory performance, on the same terms & conditions up to a maximum of 3 (three) years Performance Bank Guarantee Successful bidder shall have to furnish an upfront Performance Bank Guarantee (PBG) in favour of Broadcast Engineering Consultants India Limited, 56-A/17, Block-C, Sector-62, Noida (U.P.) for an amount of Rs 20,000/- (Rs. Twenty Thousand Only) valid for 12 (twelve) months. PBG is to be submitted upfront on placement of work order. The Performance Bank Guarantee shall be liable to be forfeited in cases of following; a. Inappropriate behaviour of the contractor/staff. b. Inappropriate quality/quantity of food items. c. Inappropriate use of office property and premises. Page 6 of 14

7 d. Inappropriate service standards by the staff of the contractor or stoppage of services. e. Not maintaining hygiene, cleanliness (except for reason beyond the control of the contractor like natural disasters etc.). The decision of the CMD / Director, BECIL shall be final in this matter Special Terms & Conditions Access to the BECIL Office All access to BECIL Bhawan premises shall be subject to security procedures, Code of Conduct, confidentiality provisions and health and safety rules. The CMD, BECIL reserves the right at its absolute discretion to exclude and or refuse access to any of department/ floor/ area to any personnel including but not limited to bidder s staff Deployment of staff The operational / serving staff must be courteous and polite to every officer at all times. All the applicable statutory compliance regarding deployment of staff must be followed. The provision of at least two serving staff should be made by bidder to cater for two vending machines Maintenance of proper records, etc. The successful bidder shall maintain proper and full records viz., accounts, vouchers, bills, tax, etc. pertaining to the items etc. with BECIL admin department. The consumables items delivery challan copy must be signed by BECIL admin department and make it available for inspection by the BECIL Officials No unlawful/illegal activity The Successful bidder and/or its staff shall not carry on any unlawful, immoral or illegal activity in the office premises. It is clarified that if the Successful bidder suffers any loss or damage on account of it being restrained by the BECIL or any other competent authority for indulging in illegal activities or any contravention of any law, the Successful bidder shall not be entitled to any compensation whatsoever Maintenance of proper hygiene, cleanliness The Successful bidder and/or its staff shall be responsible for ensuring the quality and quantity, maintaining proper hygiene and cleanliness while handling raw materials, preparation, supply, service, etc. of items in accordance with the specified parameters as per rules Sale of food item The Successful bidder and/or its staff shall not sell the items other than those provided in this tender document. Sale of unauthorized items if detected in contravention to items specified in the tender document, CMD or its authorized official may seize such items and the unauthorized seized items shall be disposed off in addition to any penalty as deemed fit to be imposed for such contravention. Page 7 of 14

8 1.6. Bidder Information 1.7 (a) List with details of similar works executed in Delhi-NCR and the approximate value of the works in the chronological order 1.7 (b) Any other details/information of relevance in support of past experience of the bidder Proposal Response Format All bidders are requested to submit technical and commercial bids on the Bid Response Form as enclosed at Annexure-I in this document. Pricing information shall appear only in the commercial bid and the technical bid shall contain: a) Duly filled in Prequalification Performa at Annexure-I but without any pricing information. b) Details of the staff proposed by the bidder c) Any additional information as considered relevant by the bidder Method of evaluation and award The proposals will be evaluated with reference to the eligibility criteria and technical requirements as specified as well as past experience and the commercial / financial bids of only technically qualified bidders shall be opened. Offers incomplete in any respect are liable to be rejected. Broad guidelines for evaluation of bids will be as follows; (a) Only those bids will be evaluated which are found to be fulfilling all the eligibility and qualifying requirements of the tender. (b) The L1 would be decided upon the lowest price quoted by the particular bidder as per the price format given at Financial Bid. The costing / price of consumables / premix will be considered in totality as listed in bill of material. (c) The bidders are required to spell out the rates of Taxes etc in unambiguous terms i.e. all the applicable taxes must be specified clearly in the financial bid; otherwise their offers will be loaded with the maximum rates of taxes for the purpose of comparison of prices. (d) The lowest acceptable bid will be considered further for placement of contract / supply order after complete clarification and price negotiation (if any) as decided by the buyer / BECIL management BECIL Obligations BECIL reserves the right to accept any bid, reject any or all bids and to annul the bidding process at any time prior to the award of the contract without there by incurring any liability to the affected bidder/bidders or any obligations to inform to the affected bidder/bidders of the grounds for BECIL s action. Bidders are however free to address their queries on bidding conditions, bidding process and/or rejection of their bid by addressing appropriate communication addressed to CMD, BECIL for requisite information. Page 8 of 14

9 1.10. Payment Terms Payments on services shall be made on monthly basis against satisfactory performance and submission of requisite documents Supplier code of conduct and business ethics BECIL is committed to its values & beliefs and business practices to ensure that companies and suppliers, who supply goods, materials or services, will also comply with these principles. a. Bribery and corruption: Suppliers are strictly prohibited from directly or indirectly (through intermediates or subcontractors) offering any bribe or undue gratification in any form to any person or entity and / or indulging in any corrupt practice in order to obtain or retain a business or contract. b. Integrity, indemnity & limitation: Suppliers shall maintain high degree of integrity during the course of its dealings with business/contractual relationship with BECIL. If it is discovered at any stage that any business/ contract was secured by playing fraud or misrepresentation or suspension of material facts, such contract shall be voidable at the sole option of the competent authority of BECIL. For avoidance of doubts, no rights shall accrue to the supplier in relation to such business/contract and BECIL or any entity thereof shall not have or incur any obligation in respect thereof. The supplier shall indemnify BECIL in respect of any loss or damage suffered by BECIL on account of such fraud, misrepresentation or suspension of material facts. c. Reporting Misconduct: Suppliers are required to report any misconduct/violations/improper demands from BECIL employees to the Chief Vigilance Officer/Director (O&M)/CMD. All communication in this regard should be directed only to above as per below mentioned ids; Chairman and Managing Director: Director (O&M) and Chief Vigilance Officer: k.subramanian@becil.com george@becil.com No Communication shall be encouraged to any other authority / external sources in this regards. Page 9 of 14

10 1.12. Force Majeure a) For the purposes of the work order under this RFP, Force Majeure means an event which is beyond the reasonable control of a Party, is not foreseeable, is unavoidable and not brought about by or at the instance of the Party claiming to be affected by such events and which has caused the non-performance or delay in performance, and which makes a Party s performance of its obligations hereunder impossible or so impractical as reasonable to be considered impossible in the circumstances, and includes, but is not limited to, war, riots, civil disorder, earthquake, fire, explosion, storm, flood or other extreme adverse weather conditions, strikes, lockouts or other industrial action (except where such strikes, lockouts or other industrial action are within the power of the Party invoking Force Majeure to prevent), confiscation or any other action by Government agencies. b) Force Majeure shall not include (i) any event which is caused by the negligence or intentional action of a Party or by or of such Party s agents or employees, nor (ii) any event which a diligent Party could reasonably have been expected both to take into account at the time of the acceptance of the work order under this RFP, and avoid or overcome with utmost persistent effort in the carrying out of its obligations hereunder. c) Force Majeure shall not include insufficiency of funds or manpower or inability to make any payment required for execution of services in respect of the work order under this RFP. d) The failure of a Party to fulfil any of its obligations hereunder shall not be considered to be a breach of, or default in respect of the work order under this RFP in so far as such inability arises from an event of Force Majeure, provided that the Party affected by such an event has taken all possible precautions, due care and all measures, with the objective of carrying out the terms and conditions of the Contract Arbitration - Settlement of Disputes a. Amicable Settlement Performance of the work order under this RFP shall be governed by the terms and conditions of the RFP, in case of dispute arises between the parties regarding any matter under the work order, either Party may send a written Notice of Dispute to the other Party. The Party receiving the Notice of Dispute will consider the Notice and respond to it in writing within fifteen (15) days after receipt. If that Party fails to respond within fifteen (15) days, or the dispute cannot be amicable settled within Thirty (30) days following the response of that Party, then option under clause 1.13 (b) of this work order may be considered. b. Arbitration In the case of dispute arising upon or in relation to or in connection with the work between BECIL and the successful bidder, which has not been settled amicably, any Party can refer the dispute for Arbitration under (Indian) Arbitration and Conciliation Act, The Arbitration and Conciliation Act, 1996 and any statutory modification or re-enactment thereof, shall apply to these Arbitration proceedings. Page 10 of 14

11 Arbitration proceedings shall be held in India at New Delhi and the language of the Arbitration proceedings and that of all documents and communications between the Parties shall be English. The decision of the arbitrator shall be final and binding upon both Parties. The expenses of the arbitrator as determined by the arbitrator shall be shared equally by BECIL and the Delivery Partner. However, the expenses incurred by each Party in connection with the preparation and presentation shall be borne by the Party itself. All Arbitration awards shall be in writing and shall state the reasons for the award. Notwithstanding any references to arbitration, the parties shall continue to perform their respective work / obligation under the Contract. Page 11 of 14

12 Annexure-I PREQUALIFICATION PERFORMA PARTICULARS OF THE AGENCY TO BE FURNISHED FOR THE PURPOSE OF PRE-QUALIFICATION Sr. No Items 1 Name of agency 2 Address of agency 3 Contact Persons Details (Name & Mobile Number ) 4 Authorized Distributor/Franchise/supplier of (specify brand) 5 Year of establishment 6 Status of the firm (Company/Firm/Proprietary) 7 Copy of document i.e. VAT, TIN, PAN, Service Tax etc 8 Status and details of disputes/litigation/arbitration, if any (Self undertaking on company letter head is to be enclosed) 9 Details of the staff / operator along with contact details 10 Annual Turnover details of last three years 11 Copy of acknowledgment of income Tax returns for last 3 years 12 Copy of audited financial statement i.e. balance sheet / profit & loss statement / cash flow statement for the last three years 13 Tender fee of Rs 500/- (DD details) 14 EMD of Rs 20,000/- (DD details) 15 Duly Signed tender document ( Each Page ) in support of acceptance of tender conditions to be enclosed Whether supporting documents attached (Yes / No) Remarks, if any Micro, Small & Medium Enterprises vendors and the vendors registered with NSIC under a single point vendor registrations scheme are exempted for payment of tender fee and also exempted for payment of Earnest Money Deposit, however documentary proof against their registration is required to be enclosed in technical/eligibility bid. Details of Work Experience: Sr. No Worked With (Name of Organization) Number of machines installed Order Value Period From To Place: Date: Signature of the Bidder FINANCIAL BID Page 12 of 14

13 (to be filled and placed in separate envelope) The bidders are requested to quote their rates of following consumables materials for providing tea/coffee/soup vending machine with four option/outlet on rental basis with operator service Sr No Details of Products Brand Pack Size Rates Taxes (if any) 1 Monthly rental charges per vending Machine (Four selection/option) 2 Consumable Dairy Whitener premix with Low sugar (1 Kg) 3 Tea bags (per 100 bags) 4 Coffee Premix (per 1 Kg) 5 Lemon tea premix (per 1Kg) 6 Soup premix (per 1Kg) 7 Sugar Cubes (500 Gram) 8 Paper cups, 150 ml (per 100 cups) 9 Cardamom instant Tea (per 1 kg) 10 Green Tea (25 pieces pack) 11 Trained operator cum service staff (Cost/Person) Total Remarks Serial number 1: Two numbers of machines are expected to be installed at second & third floor of BECIL Bhawan, Sector 62, Noida. However number may be decided at a later stage, hence charges for per machine / per month should be quoted. Serial number 11: Charges for per operator / per month to operate the machine/filling up the consumables/service to the BECIL staff/officers as and when required will have to be quoted by the bidder. Charges should be quoted all inclusive and no extra payment will be made for the same. However all the applicable taxes must be specified clearly. The prices shall be inclusive of Packing, Forwarding, Freight and Delivery Charges up to the destination (BECIL Bhawan) Place: Date: Signature of the Bidder Page 13 of 14

14 SCOPE OF SERVICES 1) Proposed services are to be provided at BECIL Bhawan, 56, A/17, Block-C, Sector-62, Noida (UP) 2) Two numbers of machines are expected to be required at BECIL Bhawan, Sector 62, Noida 3) Tea/Coffee Vending Machine with 4 option/outlet shall be provided by the bidder on rental basis. 4) The machine shall be the property of the bidder which shall be taken back after expiry of the contract by the vendor. 5) The bidder shall also be responsible for upkeep and maintenance of the machine at his own risk and cost 6) Actual material and requirement of consumables may vary from time to time 7) It should be ensured by the bidder that all the machines are brand new and in good working condition and kept neat and clean at all the times. 8) The consumables required for tea/coffee/soup etc should be supplied uninterruptedly in sufficient quantity as per the requirement. 9) Provision of at least two person as operator should be made by the bidder for filling the machine with consumables materials, to see machines are in order, to keep the machines in hygienic condition and to service tea/coffee/soup etc at the tables/cabin on full time / official hours basis. LIABILITY Contractor shall, on award of the contract, furnish the list containing names and address of his staff who will be deputed to operate, maintain the machines and provide services in office along with the self certification on letter head from the agency regarding their character verification. MATERIALS Contractor shall purchase and keep enough stock of consumables at his own cost; Contractor shall abide by the local Government laws relating to stocking of materials, consumables, machines for tea/coffee etc and shall obtain the necessary licenses from the competent authority, wherever applicable Page 14 of 14