TENDER DOCUMENT. TECHNICAL BID (Part A)

Transcription

1 PEST CONTROL TREATMENTS AT IIMB CAMPUS. TENDER DOCUMENT TECHNICAL BID (Part A) (DOCUMENTS TO BE ENCLOSED IN ENVELOPE NO. 2) This Document contains Pages from 1 to 31 Telephone : / anil.sj@iimb.ac.in dhakshinamoorthip@iimb.ernet.in 1 P a g e S e a l & S i g n a t u r e o f B i d d e r

2 INDEX Subject: Pest Control treatments at IIMB Campus. 1. INDEX FACING SHEET & TENDER NOTICE PREAMBLE TO GENERAL CONDITIONS GENERAL CONDITIONS SAFETY CONDITIONS 24 2 P a g e S e a l & S i g n a t u r e o f B i d d e r

3 TENDER NOTICE: 30 th MAY 2018 Tender forms are invited from reputed firms for the work of Pest Control treatments at IIMB Campus. EMD Amount (In Rs) Pest Control Treatments Online Issue of Tender Document (Technical Bid Part-A) & Cost (In Rs.) Last Date for receipt and Opening of Tender Document (Technical Bid Part-A) with EMD Only for bidders qualified in Technical Bid Last date of Online Issue submission of and opening Price Bid of Online Price Bid (1) (2) (3) (4) (5) (6) Rs.15,200/- For Financial year (1) From to (2) Cost of Tender Document Rs.250/- + (GST as applicable) Submission: , Hrs Opening: , Hrs Will be intimated Pre-Bid Meeting and Issue of Price Bid(Hard Copy) at 15:00Hrs e-tender CONDITIONS: 1. Sealed item rate e-tenders (non-transferable) in the prescribed format are invited for the above subject work at Indian Institute of Management Bangalore (IIMB). Two Bid System of tendering shall be adopted for this work. The Tender Document (Technical Bid Part-A) will be available on the website during the period mentioned above at The bidders shall download the 3 P a g e S e a l & S i g n a t u r e o f B i d d e r

4 Tender Document (Technical Bid Part-A) and submit the hard copy with seal and sign on every page, along with the Tender Document (Technical Bid Part-A) Fee, which should be paid online as per the details mentioned under Clause 16A-Mode of Payment of EMD/Tender Document (Technical Bid Part-A) Fee of this Document. NOTE: Tender Document (Technical Bid Part-A) Fees are nonrefundable in any case. 2. Bidders should submit the Tender Document (Technical Bid Part-A) with all the pages sealed and signed. Bidders should not fill the rates in Price Bid part in the hardcopy. 3. Schedule of quantities. (Refer Part-B Price Bid) PART B Price Bid containing Bill of Quantities will be issued only to the bidders qualified in the Technical Bid. Hard copy of the Price Bid (blank) (rates should not be entered), duly signed and sealed by the vendor on each page of the document, should be submitted within the due date and time mentioned in above. Priced Bill of Quantities shall be liable to be rejected. 4. The bidders shall enter the rates only in figures in the online BOQ and need not enter the rates in words as the sheet will be software generated and total amount and amount in words will be calculated and displayed automatically by the computer itself. 5. The tendered rate of item(s) against which no rate/amount/empty/not applicable/blank/not quoted is entered by the bidder, shall be liable to be rejected. 6. The Tender Document(Technical Bid Part-A) and hard copy of the Price Bid-Part B duly completed in all respects shall be dropped in the Tender Box kept for the purpose in the Estate Office, IIMB before the date and time indicated above. 7. Tender Document (Technical Bid Part-A) will also be accepted by post. However, Indian Institute of Management Bangalore (IIMB) shall not be responsible for late receipt of tender by post. 8. You are requested to return the Price Bid (Hard Copy) without quoting the rates in sealed covers addressed to The Chief Manager (Infrastructure), Indian Institute of Management Bangalore, Bannerghatta Road, Bangalore Late tenders without quoting rates and conditional tenders are liable for rejection. 10. IIMB does not bind itself to accept the lowest or any other quotation. 11. Quotations other than this called for in the enclosed documents are liable 4 P a g e S e a l & S i g n a t u r e o f B i d d e r

5 for rejection. 12. The successful bidder is requested to receive the work order prepared based on the quoted rates, placed on him by the accepting officer. 13. The accepting officer reserves the right to place order as a whole or part of any item only as deemed fit. 14. Intending bidders should submit Tender Document (Technical Bid Part-A) along with the UTR number of Tender Document (Technical Bid Part-A) fee for an amount of Rs.250/- + GST as applicable (Rupees Two hundred fifty only- Non Refundable) (Refer Clause 16A) 15. EARNEST MONEY DEPOSIT. You are requested to attach UTR number of Earnest Money Deposit for an amount of Rs.15,200/-(Rupees Fifteen thousand two hundred only), along with the tender towards Earnest Money Deposit. No interest will be paid on this deposit. (Refer 16A) Earnest Money Deposit is compulsory for all the vendors including State Government / Statutory Bodies / Enterprises / Undertakings etc. Tenderers may note the fact that their registrations with any other authority do not entitle them for exemption from payment of EMD. Vendor may note the fact that their registrations with any other authority do not entitle them for exemption from payment of EMD. 16. SUBMISSION OF EARNEST MONEY DEPOSIT / TENDER DOCUMENT (TECHNICAL BID PART-A) FEE (A) Submission of EMD / Tender Document (Technical Bid Part-A) Fee Online: For online submission of EMD / Tender Document (Technical Bid Part-A) Fee, the bidder shall pay the amount through RTGS/NEFT. The bank details of IIMB for online transfer: Bank Name- HDFC Bank Ltd Bank Street Address : J.P.NAGAR BRANCH,BANGALORE Branch Code : 0133 IFSC CODE: HDFC Customer HDFC Bank a/c name: Indian Institute of Management Customer HDFC Bank a/c number: Note: The proof of payment including name of the bank, amount of EMD, amount of Tender Document (Technical Bid Part-A) Fee, date of transfer, 5 P a g e S e a l & S i g n a t u r e o f B i d d e r

6 UTR No. shall be attached to the Tender Document (Technical Bid Part-A) (in a separate envelope). UTR No. shall also be furnished through to the ids given in the first page of the document. (B). RETURN OF EMD: Unsuccessful Bidders: The Earnest Money Deposit (EMD) will be returned to the unsuccessful bidders after the issue of Work Order to L1 Bidder through RTGS/NEFT. Bank Details: The bidders are required to submit their bank details along with the Technical Bid. The bank details are required to be filled in and submitted in the company letterhead, duly attested by the authorized person of the company and the banker. The bank details should be accompanied by a cancelled cheque duly attested by the banker. (The format of bank detail from has been given in the document Refer Performa-B) Successful Bidder: The EMD of L1 Bidder will be returned along with the final bill. 17. In case, the contractor/firm after quoting withdraw from the tender or refuse/delay in commencing the work or stop the work abruptly, their EMD, as the case may be, will be forfeited. 18. Non-compliance with any of the conditions set forth herein above will result in the tender being rejected. 19. Any other information required by the Bidder can be obtained from the Estate Office, IIMB during working hours on any working day before 24hrs of the closing time of online price bid. 20. The Bidders shall depute their authorized representative at the time of opening the tender if they so desire. However such representatives shall be issued with authorization letter by the Bidders with the signature of representative duly attested. 21. If the Headquarters of the successful Bidder are elsewhere other than the place of work, he shall have duly authorised Agent at the place of work from the commencement of the work until it is fully completed. Such Agent shall be authorised to act on behalf of the successful Bidder to operate and execute terms of contract. 22. Note : All Corrigendum / Addendum / Amendments / Clarification, time extensions etc., (if any) with respect to work, if any, will be hosted in IIMB website only and will not be published in newspapers or any other media. 6 P a g e S e a l & S i g n a t u r e o f B i d d e r

7 Bidders shall regularly visit IIMB website to keep themselves updated. For any further details/clarifications, please contact: Estate Department at / For further details interested contractors / agencies are requested to visit IIMB website: SEALING AND SUBMISSION OF TENDERS 23.1 Tender submittals comprising of EMD Details, Technical Package envelope as detailed above shall be accepted by IIMB in the office of Chief Manager (Infrastructure), Indian Institute of Management Bangalore, Bannerghatta Road, Bangalore IIMB may, at its sole discretion, may extend the due date for the submission of tender in case of exigencies including those enumerated by issuing an addendum if any, in which case all rights and obligations of IIMB and the bidder previously subject to the original date shall thereafter be subject to the new date as extended. If such nominated date for submission of tender is subsequently declared as a Public Holiday by IIMB, the next official working day shall be deemed as the date for submission of tender All the pages, supporting papers / documents submitted along with the tender should be signed by the authorized signatory and stamped. Tenders not containing full information as regards to qualifying requirements and Technical Proposal are liable for rejection Tenders shall be submitted in person to the designated Office. IIMB cannot take any cognizance and shall not be responsible for delay in transit Tenders sent telegraphically or through other means of transmission (telefax etc.) which cannot be delivered in a sealed envelope shall be treated as defective, invalid and shall stand rejected. Tenders received with defective sealing of outer envelope shall not be accepted Any tender received in the designated office after the deadline prescribed for submission of tenders will not be accepted under any circumstances 23.7 For sealing and submission of the Tender, the Bidders shall follow the procedure as indicated below: 7 P a g e S e a l & S i g n a t u r e o f B i d d e r

8 The Tender Document (Technical Bid Part-A)s duly filled and signed shall be submitted in a master envelop along with the EMD as narrated under The bidders are required to submit two separate sealed envelopes, marked as envelop -1 and envelope -2 duly labeled viz., envelope -1 containing the Tender EMD and Document Fee Details, envelope -2 containing the original copy of Technical Package. These two envelops will be wrapped in an master envelope addressed to designated officer, duly super scribing on top the name of the work, time and date of submission. The envelope should also bear the name and address of the Bidder. Envelope -1 should contain: Tender EMD Details and Document Fee Details Envelope- 2 should contain: Original Technical Package with seal and signature on all the pages. Envelope-1 will be opened first and verified for EMD/Tender fee payment details. The envelope -2 will be opened only if EMD/Tender fee details are available in envelope-1. Hence, the outermost envelope will contain two sealed inner envelopes The outer envelope shall be duly super scribed (i) The address of IIMB as follows The Chief Manager (Infrastructure) Indian Institute of Management Bangalore, Bannerghatta Road, Bangalore (ii) Name and address of the bidder, and Date and time of the opening of the tender. Tenders received with defective sealing of outer envelope shall not be accepted The inner envelopes shall also indicate the name and address of the bidder and the content in brief like tender EMD amount UTR Number, Technical Package in original & Price Bid Package No responsibility will be accepted by the IIMB for the opening out of the envelopes due to wrong/ bad/ deficient sealing or marking or other causes contrary to the aforesaid instructions SUBMISSION OF TENDERS 24.1 Tenders should be submitted at the following address: 8 P a g e S e a l & S i g n a t u r e o f B i d d e r

9 The Chief Manager (Infrastructure), Indian Institute of Management Bangalore, Bannerghatta Road, Bangalore , India before scheduled time and last date for submission. IIMB/Engineer may, at his discretion, extend the date for the submission of tender by amending the Tender Document (Technical Bid Part-A)s in which case all rights and obligations of IIMB and the Bidder previously subject to the original date shall thereafter be subject to the new deadline as extended. If such nominated date for submission of tender is subsequently declared as a Public Holiday by IIMB, the next official working day shall be deemed as the date for submission of tender If the outer cover of any tender is not addressed to the prescribed person mentioned in this Tender Document (Technical Bid Part-A), such tenders are liable for rejection LATE TENDERS Any tenders without quoting rates received by IIMB after the deadline prescribed for submission of tenders will be returned unopened to the Bidder. 9 P a g e S e a l & S i g n a t u r e o f B i d d e r

10 e-tender SCHEDULE FOR THE COMMERCIAL BID Sl.No Description Date and Time 1a. Issue of Price Bids to the vendors (Hard Copy) 1b. Issue of Online Closed Price Bids (at website) 1c. Submission of hard copy of sealed and signed price bids without quoting rates 2. Remittance of e-tendering processing fee for Online Closed Bidding and Training e-tendering fees = Rs Registration fees = Rs Digital Signature = Rs (optional) The above price is exclusive of 18.0% GST. Vendors already possessing Digital Signature need not pay the Digital Signature fees. Will be intimated Processing Fees should be paid through online e- Payment using Credit/Debit card or Net banking Mode 3. Last date of online submission of financial Bids in 4. Date of Opening of Online Closed Bidding Contact Person: Mr. Prabhuswamy) Contact No : / P a g e S e a l & S i g n a t u r e o f B i d d e r

11 Annexure - I NATIONAL ELECTRONIC FUNDS TRANSFER / REAL TIME GROSS SETTLEMENT (To be filled in by the Applicant in BLOCK LETTERS) Customer s Copy Counterfoil Date: / /. PART - 1 (Details of applicant/remitter/originator) 1. Remitter s Name: 2. Bank Name/ Branch: 3. Account Name: 4. Account No.: 5. Type of Account:SB/CA/CC: Details of Beneficiary: Instructions to Bankers: PLEASE ENTER A/c No. SEPARATELY FOR EACH CHALLAN AND GENERATE SEPARATE UTR No. FOR EACH CHALLAN AS THE A/c No. WILL BE DIFFERENT FOR EACH CHALLAN. Account No. CP Centre / IFSC Code CITI Bank CITI BANK Branch MUMBAI Beneficiary Name KEONICS Type of A/c. CURRENT Account Name CITIBANK Amount Rs. (a) (Please see e-tender Schedule Page 10 Item 2 of this document) (includes CITIBANK Application Process) Bank Charges Rs.(b) (Local Bank s charges extra) Total Amount Rs.(a+b)* Total in words *If the Credit Amount is less than Total Amount, the payment reconciliation is liable for rejection. Instructions for bidders: 1) Do not re-use the challan for other tenders. 2) Do not alter/modify the Amount or any other printed matter in the challan. 3) Retain a copy of the counterfoil acknowledged by the Bank for your reference. Customer s Signature: Contact Phone No.: CHALLAN TYPE: Registration, Processing fee and DSC For Bankers: UTR/Remittance No. 11 P a g e S e a l & S i g n a t u r e o f B i d d e r

12 KARNATAKA STATE ELECTRONICS DEVELOPMENT CORPORATION LTD ( A Government of Karnataka Enterprise) No 29/1, Race Course Road. Bangalore Tel: , , Fax: Website: Info@keonics.com e-bidding CONDITIONS 1. LETTER TO ALL THE VENDORS REGARDING E-TENDERING PROCESS: Dear Sirs, Karnataka State Electronic Development Corporation Limited (M/s KEONICS) wishes to conduct an online tendering for Selection of Vendors for the work of Pest Control Treatments at IIMB Campus. at Institute premises, Bannerghatta Road, Bangalore M/s KEONICS will provide your representatives with the entire key inputs and necessary training, so that you can successfully participate in this tendering process. You shall get registered with M/s KEONICS by making online e-payment using Credit/Debit card or Net banking Mode (Please see Tender Schedule Page 10 Item 2 of this document) in favor of M/s KEONICS, Bangalore. The e-tendering process requires possession of Digital Signature Certificate. M/s KEONICS will assist in procuring the same. Other contractors, including those registered with IIMB or M/s KEONICS do not automatically qualify for participation. The e-tendering process as envisaged consists of the following steps which are indicated below: e-tendering / Electronic Tendering / Web Tendering / Online Tendering is the simulation of the manual tendering process on the internet, i.e. the eligible vendor can log on to the internet site specified using unique user name and password and place his Commercial bids. The eligible Vendors will be trained by M/s KEONICS personnel on the procedure of submitting the bids online. The bids placed by the Vendors are confidential and will be 12 P a g e S e a l & S i g n a t u r e o f B i d d e r

13 opened by the authorized official using a special electronic key / password at the date and time specified and not earlier than that. No other person can gain access to the information regarding the bids, which is confidential in nature. Closed online bid: The vendors are requested to upload their individual item rates based on the rates arrived at by them for individual item online during the date and time intimated to the vendors. The lowest bid will be determined from among the closed bids and the lowest tender of the online bid. As we understand, there are essentially two differences between this and the equivalent process. The bid would be submitted online by you while operating from your work desk instead of the traditional mail/fax/face to face/paper means. All you need is a PC with a browser interface and an Internet connection. Instead of a one-time best price bid, you will now be able to interact and react on the spot to the changing competitive bids, thereby taking advantage of the intrinsic transparency in the whole process. Hard copies of the Tender Document (Technical Bid Part-A) should contain blank Bill of Quantities (Rates shall not be entered). As you can see, there are three very conspicuous gains in adopting this process as a transacting tool. 1. Considerable reduction in demands on your time, which otherwise would have been spent on many price negotiations. This also will lead to quicker order finalization at your end. 2. Reduction in your cost as you do not have to travel, to and from, to the offices of M/s KEONICS and there is no need to make those umpteen calls. 3. Complete transparency in the involved numbers amongst the operating community, leading to sound decisions. We look forward to your enthusiastic response to this business opportunity and your active participation in the online e-tendering event. We believe this process is futuristic and now-a-days; the future seems to be approaching all of us within days! Yours sincerely, M/s KEONICS (No signature is required, as the document is computer generated) 13 P a g e S e a l & S i g n a t u r e o f B i d d e r

14 2. Contact Information: e-tender Queries Karnataka State Electronic Development Corporation Limited (M/s KEONICS) ( A Government of Karnataka Enterprise) No 29/1, Race Course Road. Bangalore Tel: , , Fax: Website: Info@keonics.com Contact Person: Mr. Manohar Mr. Prabhuswamy Process Instructions: A. e-tendering Process: Eligible Vendor will be trained by M/s KEONICS personnel on the procedure for placing their commercial bids online. After attending the training, the Vendors are advised to submit the Satisfactory Completion of Training Certificate and to place their bids online before the time frame intimated to the vendors. B. Closed Online Bids: Only e-tendering will be conducted for obtaining the price bids. The eligible Vendors are required to send a declaration online regarding compliance to the terms and conditions while placing the closed online bids. For this, the vendors should submit online the Satisfactory Training Completion Certificate by filling in the format by downloading from the e-tender website, typing in the vendor s company letterhead, scanning the signed letterhead and uploading the same. The vendors will be allowed to upload their bids only after uploading the Satisfactory Training Completion Certificate. The Vendors are required to upload their bids online within the date and time as intimated to the vendors. 4. Closed Online Bid: 14 P a g e S e a l & S i g n a t u r e o f B i d d e r

15 Sl.No. Closed Online Bid Rules Vendors must register in M/s KEONICS Tender Service Provider Website as per the training given by M/s KEONICS. Vendors are advised to make a note of their User Name and Password after the registration. The username and password are case sensitive. The Vendors are requested to change the password and also not to reveal the same to anyone else. Closed online Bid: The Vendors shall send their declaration regarding compliance to the terms and conditions online before submitting the closed online bid. In the closed online bid, the Vendors are required to upload their bid item rate based on the details furnished in Schedule-B. Server Time in M/s KEONICS site will be the basis of Start time and Closing time for bidding. Vendors may use the Auto Bid Up To feature in the M/s KEONICS site from the start time of bidding for each work. Vendors can get explanation about the features / options like Work Name, Starting Bid, Server Time, Start Time, Closing Time, Bid History and Auto Bid up to - during training by M/s KEONICS. 5. E-Tendering Process Compliance Statement: (This statement must be filled and duly signed by the contractor and submitted to M/s KEONICS along with signed hard copies of declaration regarding compliance to Terms & Conditions) The following terms and conditions are deemed as accepted by you on participation in the bid event: 1. The Vendors are required to upload their individual item online during the date and time as intimated to them. 2. The vendors cannot change price once submitted. 3. You are deemed to have accepted the auction rules on participation at the bid event. M/s KEONICS will make every attempt to make the bid process transparent. However, the award decision by the IIMB would be final and binding. 4. Technical and other non-commercial queries (not impacting price) can be routed to the respective contact personnel of Indian Institute of Management Bangalore indicated in the Tender Document (Technical Bid Part-A). Bidding process related queries could be addressed to M/s KEONICS personnel indicated in the Tender Document (Technical Bid Part-A). 5. It is brought to your attention that the bid event will lead to the price discovery. 15 P a g e S e a l & S i g n a t u r e o f B i d d e r

16 6. The other terms and conditions are indicated in the Tender Document (Technical Bid Part-A) supplied. 7. You need to submit the closed online bid as per the e-tendering rules. 8. Inability to bid due to telephone line glitch, Internet response issues, software or hardware hangs will not be the responsibility of M/s KEONICS. However, M/s KEONICS will make every effort to ensure availability of technology resources to enable continuous bidding. You can call customer care at M/s KEONICS and make a proxy bid if internet connection is down. However, this has to be confirmed and endorsed by you using alternative communication such as fax or immediately. M/s KEONICS does not guarantee continuous, uninterrupted or secure access to its services, and operation of the site may be interfered with by numerous factors out of its control. 9. M/s KEONICS does not take responsibility beyond the bid event. Order finalization and post order activities would be transacted directly between the vendor and IIMB. 10. Your participation in a bid event is by invitation from IIMB and M/s KEONICS jointly. 11. Bids once made cannot be withdrawn or modified under any circumstances. In the case of a bid being withdrawn action will be initiated as per the tender conditions. M/s KEONICS reserves the right to either initiate a fresh auction or enter into negotiations with the remaining Vendors in addition to any other action that may be taken by M/s KEONICS. 12. M/s KEONICS can decide to extend, reschedule or cancel an auction. 13. M/s KEONICS, neither any related company, nor any of its owners, employees or other representatives will be liable for damages arising out of or in connection with the use of this site. This is a comprehensive limitation of liability that applies to all damages of any kind, including (without limitation) compensatory, direct, indirect or consequential damages and claims of third parties. Note: In case of any operational problems during the submission of closed online bids is under progress, the same may have to be reported to M/s KEONICS immediately. The decision to reschedule, postpone or cancellation of the entire process will be taken by M/s KEONICS based on the merit of such reports. In case of temporary suspension, when the closed online bids to be restarted, will be intimated to the vendors on M/s KEONICS website. The process will come to an end after a waiting period of 30 minutes for the Vendors to register any protest. Therefore the Vendors are advised not to logout from their PC s till an announcement is made regarding the closure of whole process in a complete manner in M/s KEONICS website. 16 P a g e S e a l & S i g n a t u r e o f B i d d e r

17 In case of postponement or cancellation of the tenders, the same will be intimated to the Vendors over M/s KEONICS website. The Vendors are advised to visit M/s KEONICS website, also for any Notices Inviting Tenders, Circulars and Corrigendum etc. I/We have read, understood and agreed to abide by the e-tendering process Compliance Statement. Date : Organization : Name : Designation : Signature : Seal : 17 P a g e S e a l & S i g n a t u r e o f B i d d e r

18 Preamble to General Conditions 1. The bidder should have a valid license from state/central government as the case may be, to use those pesticides/termiticides and other relevant chemicals. The proof of the same should be submitted with the Technical bid document(part A). 2. The quoted and accepted rates shall be operated for the works as and when there is requirement throughout the contract period from IIMB. Based on the intimation, contractor has to carry out the work immediately within a day. 18 P a g e S e a l & S i g n a t u r e o f B i d d e r

19 GENERAL CONDITIONS 1. Indian Institute of Management Bangalore, Bangalore shall not be bound to accept the lowest tender and reserves the right to reject any or all the Tenders without assigning any reason. 2. Late tenders and conditional tenders are liable to be rejected. The Company does not bind itself to accept the lowest or any tender or give any reasons for not doing so. 3. In case of any discrepancy/ ambiguity regarding any detailing found in the Tender Document (Technical Bid Part-A), the bidder has to address all his queries / request for clarifications in PART A of the tender. If the bidder does not have any query / request for clarification, it will be understood that he has gone through all the relevant clauses and he has satisfied himself. No claims or misinterpretation of words will be entertained after award of work. 4. The bidders are required to verify all the Tender Document (Technical Bid Part-A) received by them as to their completeness in all respects and satisfy themselves before submitting the same. If any short receipt of pages or otherwise defective, the same shall be brought to the notice of the authority issuing the tender immediately and within seven days from issuing the Tender Document (Technical Bid Part-A). If no such defects are reported, it shall be deemed that the bidder, received the said documents without any defects and no complaint whatsoever in this regard shall be entertained after opening of tenders. 5. The tenderers shall enter the rates only in figures in the online BOQ and need not enter the rates in words as the sheet will be software generated and total amount and amount in words will be calculated and displayed automatically by the computer itself. 6. The rates quoted shall include and shall be deemed to have included all taxes including the taxes on works contract, excise duty, Octroi duty, fees, royalties and any other duties or fees whatsoever leviable under the State or Central Govt. or any other local authorities. The rates shall also include & shall be deemed to have included any other expenses like transportation of materials to the work site, handling, loading and unloading thereof and taxes, duties, royalties, fees, whatsoever on materials. It shall be the responsibility of the contractor to bear any increases at future date after opening of tenders in the rates of taxes, duties, royalties, fees etc. new taxes, duties, royalties, fees etc. by any Govt. / Local authorities. GST shall be indicated separately. 7. The rates quoted shall be for execution of finished item of works as indicated in the Bill of Quantities, which include cost of all materials, consumables, labours, plants, equipment, machineries, transportation of materials to site, loading, unloading, testing of materials and works, samples for testing, all taxes, duties, royalties, Octroi, cost of incidental charges on tools / plants, cost of labour, contractor s overheads, profit etc. to complete the item as per stipulated specifications & description in Bill of Quantities. 19 P a g e S e a l & S i g n a t u r e o f B i d d e r

20 8. This being an item rate contract, the rate quoted shall remain firm and errors if any in the extension / total shall be subject to corrections. The quantities shown against each items are only approximate and hence any reduction / increase thereof during the currency of the contract shall not vitiate the contract. The approximate estimate value of this work is indicated above. This estimate however is not guarantee and is merely given as rough guide, and if the work costs more or less, a bidder will have no claim on that account. 9. Tenders submitted by post should be posted with due allowance for any delay in postal delivery. It is not obligatory on the part of IIMB to consider the tenders received after the due date. 10. The following requirements shall be strictly complied with: (a) Bidder are required to sign each and every page of the Tender Document (Technical Bid Part-A)s including the drawings attached thereto and any common set of deviations / corrigendum / addendum issued by IIMB. All corrections in the Tender Document (Technical Bid Part-A) must also be signed by the bidder. (b) The tender should be accompanied by a certified true copy of the power of attorney of the signatory of the documents. (c) The images should be returned along with the Tender Document (Technical Bid Part-A)s. (d) Bidders shall ensure that their tender is dispatched well in advance, so that it reaches this Office before the time and date stipulated in the tender notification/documents. (e) Under no circumstances will a Father and his Son(s) or other close relations who have business dealing with one another be allowed to tender for the same contract as separate competitors. A breach of this condition will render the tender of both parties liable for rejection. (f) The bidders are advised to visit site / inspect copies of the images and other documents pertaining to the work and samples of materials by making prior appointment with the Accepting Officer giving sufficient time. Bidders shall be deemed to have full knowledge of all relevant documents, samples, site etc., whether he / they has / have inspected them or not. (g) The submission of a tender by a bidder implies that he has read this notice and the condition of contract and has made himself aware of the scope and specifications of the work to be done and local conditions and other factor bearing on the execution of the work. 11. In the event of a tender being submitted by a partnership firm, the tender must be signed separately and legibly by each partner or member of the firm, or, in their absence a person holding Power of Attorney on behalf of the firm concerned. In the latter case, a copy of the power of attorney duly attested by a Gazetted Officer must accompany the tender and certified 20 P a g e S e a l & S i g n a t u r e o f B i d d e r

21 true copy (attested only by Gazetted Officer) of the partnership deed must be enclosed along with the tender submitted by the partnership firm. 12. On acceptance of the tender, name of the accredited representative of the contractor who would be responsible for taking instructions from the Engineer-in-Charge shall be communicated by the contractor. 13. In quoting their rates, the bidders are advised to take into account all factors of any fluctuations in the market rates, etc. No claims will be entertained on this account after acceptance of the tender or during the currency of the contract. Item rate tender containing percentage below / above will be summarily rejected. 14. Before tendering, the bidders are advised to inspect the site of work and its environments and be well acquainted with the actual working and other prevalent conditions. 15. Payment Terms: A. Running Account Remittances (RAR): Payment in respect of work done will be based on certificate from Engineerin-charge as to the value of work done. This certificate should be supported by a bill from the contractor indicating the quantities of work done and rates adopted for evaluation of the work or percentage of work. Memorandum of Payment: a) Total value of work done b) Deduct total value of the work done up to previous bills --- c) Deduct for Income Tax % d) Deduction of Electricity & water charges supplied, if any--- e) Any other dues recoverable by IIMB from the Contractor under the present or any other contract During the progress of work for each contract the contractor shall prefer claims giving details of work done, rate and value to the Engineer-incharge. These claims are called RAR bills and RAR payments will be normally made once in a calendar month. These bills will be checked by the Engineer-in-Charge with reference to either the percentage of the value of work done or on the basis of actual measurements wherever available and recommend payment of the bill with due adjustment for recoveries and RAR payment (including material advance) effected. B. Pre-Final RAR: A pre-final RAR is raised only when the work is completed and the complete measurement is recorded in the MB s by the Engineer-in-charge duly accepted by the contractor. Pre-final RAR will be sent to accounts department by the Engineer-in-charge only after the check measurements and endorsement in the MBs. C. Final Bill: 21 P a g e S e a l & S i g n a t u r e o f B i d d e r

22 On completion of the work, the complete measurements are recorded in measurement books and accepted by the contractor. Thereupon a final bill shall be submitted by the contractor within ONE MONTH from the date of completion of the work, so as to ensure payment being made before the expiry of six months from the date of completion of work. A NO DEMAND CERTIFICATE against the company under the contract. D. Adhoc Payments: If payment for final bill could not be arranged within 6 months from the date of the completion of the contract for reasons other than undue delay in submitting the final bill by the contractor, the Accounts Department of the Division will make an adhoc payment against the final bill, based on the recommendations I\of the Engineer-in-charge. The following guide lines may be adopted while making such adhoc payment. a) Such payment should be normally exceed 95 % of the final bill value. b) All conditions of contract and recoveries to be effected should have been taken care of in the final bill. c) If a contractor has no other contract concurrently running in the Division. Adhoc payment need not be made. Instead, final bill should be expedited and paid at least within six months from the date of completion of the contract. 16.Insurance: The Contractor shall provide for adequate insurance cover to his employees. The Contractor shall ensure that the said insurance includes all liabilities, which would cover material and building damage, workmen s compensation, third party liabilities etc. The Contractor shall produce evidence of insurance coverage for all above before submitting invoices for payment. Such Insurance Policy shall be obtained from a reputed insurer and in the terms approved by IIMB; - OR - If the Contractor has a blanket insurance policy for all his Works and the policy covers all the items to be insured under this Agreement, the Contractor may assign such policy in favour of IIMB. 17. CONTRACT AGREEMENT: a) The Bidder shall enter into a contract agreement with IIMB on a stamp paper in a prescribed form duly signed within Fifteen days of issue of Acceptance Letter ( Please refer Performa-C ) b) After the expiry of the agreement period, the service need not be continued taking as deemed extension of period. c) The contractor shall strictly comply with the terms and conditions of agreement. In case of violation of any of the terms, the agreement shall be liable for cancellation immediately and EMD will be forfeited. 22 P a g e S e a l & S i g n a t u r e o f B i d d e r

23 d) The agreement will be in force for the financial year from the date of agreement and further period of two months subject to satisfactory performance and can be terminated by one month notice on either side. Further extension thereafter would be decided later on satisfactory completion of above tenure. 23 P a g e S e a l & S i g n a t u r e o f B i d d e r

24 SAFETY CONDITIONS The Contractor shall incorporate in his operation the requirements of all the Safety Codes issued by the Bureau of Indian Standards, National Building Code and Regulations which are stipulated by local Authorities, the more stringent regulations shall be deemed to apply. If the Contractor fails to take safety measures and provide facilities at the Site work to ensure safety of Works and injuries to workmen, the Client shall have the powers to do so and recover the cost thereof from the Contractor. The Contractor shall provide safe means of access to all working places on the Site. All necessary personal safety equipment shall be kept available for the use of the persons employed on the Site maintained in a condition for immediate use. The Contractor shall take adequate steps to ensure proper use of equipment by those concerned. Adequate precautions shall be taken to prevent danger from electrical equipment. No materials on the site of works shall be so stacked or placed as to cause danger or inconvenience to any person or the public. All consequences, damages or losses arising by reason of any violation of the safety requirements shall by met by the Contractor. The Contractor shall be bound to pay compensation to the person/for the injuries sustained or death owing to neglect of the safety precautions, should any claim proceedings be filed against the Client. The Contractor hereby agrees to indemnify the Client against the same. 24 P a g e S e a l & S i g n a t u r e o f B i d d e r

25 PERFORMA A AUTHORIZATION LETTER (Please submit this letter in your letter head at the time of opening of the bids) To Chief Manager (Infrastructure) Estate Section Indian Institute of Management Bangalore Bannerghatta Road, Bangalore Sub: Pest Control Treatments at IIMB Campus. This has reference to your above subject. Mr./Miss/Mrs. is hereby authorized to attend the bid opening on on behalf of our organization. The specimen signature is attested below: Specimen Signature of Representative Signature of Attesting Authority Bidder Signature of Authorizing the Name of Authorizing Authority of the Bidder 25 P a g e S e a l & S i g n a t u r e o f B i d d e r

26 PERFORMA-B VENDOR BANK DETAIL FORM (To be printed on the letter head of the company) The Indian Institute of Management Bannerghatta Road Bangalore Dear Sir, I / We hereby request you to remit our payments to our bank account as per the details furnished below: Sl.No. Particulars Particulars 1 Name of the Agency/Organization 2 Complete Address 3 Name of the Contact Person 4 Contact Numbers id 5 Savings /current account number 6 Name of the Bank 7 Name of the branch with complete address 8 IFSC Code 9 PAN Number 10 GST Number I / we hereby declare that I /we are authorized to sign this form and that the particulars furnished above are correct and complete in all respects. If the transaction is delayed or not effected at all for reasons of incomplete or incorrect information, I /we shall not hold IIMB responsible. Please find enclosed a cancelled cheque for your reference. Authorised Signatory: Name: Designation: Date: 26 P a g e S e a l & S i g n a t u r e o f B i d d e r

27 Signature attested by banker Signature Name: Designation: Date: 27 P a g e S e a l & S i g n a t u r e o f B i d d e r

28 PERFORMA C AGREEMENT WITH THE BIDDER (To be executed On Non Judicial Stamp Paper of the value of Rs. within 15 Days of Acceptance Letter) AGREEMENT Articles of Agreement for Pest Control Treatments at IIMB Campus. at the Indian Institute of Management Bangalore ( Agreement ) is executed on the <Insert Present date>day of Two Thousand And Eighteen, Between Indian Institute of Management Bangalore ( IIMB ), a society registered under the Mysore Societies Registration Act, now known as the Karnataka Societies Registration Act, 1960 having its registered office at Bilekahalli, Bannerghatta Road, Bangalore , represented through its Director (hereinafter called IIMB, which expression shall include its successors and assigns wherever the context or meaning shall so require or permit) of the One Part; And, an organization duly incorporated under the applicable laws of India and having its office, represented by its Proprietor hereinafter called the Contractor (Which expression shall include its successors and assigns wherever the context or meaning shall so require or permit) of the Other Part. IIMB, and the Contractor shall be individually referred to as "Party" and jointly referred to as "Parties". Whereas IIMB has, through the Tender dated invited reputed bidders for executing the works in connection with Pest Control Treatments at IIMB.The Contractor, being the successful bidder has been issued the Work Order dated bearing number. IIMB and the Contractor agree to bind themselves on the terms and conditions hereinafter mutually agreed to. Hence this Agreement is now made and entered into and both the Parties agree as follows: 1. Scope of Work: The Scope of Work shall be as per the stipulations contained in the Work Order bearing number dated 28 P a g e S e a l & S i g n a t u r e o f B i d d e r

29 , and the terms contained in the Tender documents on Pest Control Treatments at IIMB Campus at the Indian Institute of Management Bangalore dated. The approximate value of the project, as per the Work Order is Rs (Rupees Only) exclusive of applicable Service tax. 2. Term: Time is the essence of the Contract. The Contractor shall execute and fully complete all the works specified in the Work Order, i.e., within from the date stipulated in the Work Order and in the manner and pursuant to the terms, obligations and conditions set forth herein and in the said Tender and Work Order. 3. Payment Terms: In consideration of the work done under this Agreement, IIMB agrees to pay the Contractor on monthly basis as mentioned in the tender document. The Contractor shall be responsible for payment of all applicable Taxes on the contract. i. The Contractor shall promptly raise an invoice on monthly basis to IIMB on the completion of work at each stage as per the Tender terms before the 10 th day of the subsequent month, for the works completed in the previous stage. ii. IIMB will pay such invoice within thirty (30) working days from the date of submission of the undisputed invoice to Accounts Section. iii. On receipt of the Final payments, the Contractor shall furnish a No Demand Certificate to IIMB. 4. Taxes: The rates quoted by the tenderer shall exclude GST as applicable. Any variation in the GST structure during the currency of contract will be compensated by the employer to the contractor. GST Charges should be indicated separately at the bottom of BOQ. 5. Obligations of Contractor: a. The Contractor shall take all appropriate and reasonable efforts to complete the work at IIMB to the satisfaction of IIMB in a timely and effective manner. b. The Contractor shall comply with all the Terms of this Agreement. c. The Contractor shall be responsible for complying with all the applicable Laws and IIMB shall not be held liable for any default of the Contractor in this regard. d. The Contractor shall ensure that all employees, workers, consultants etc., engaged pursuant to this Agreement at IIMB are its employees. The Contractor shall be solely responsible for payment and provision to those employees and personnel of salaries, wages, allowances and all applicable benefits such as EPF, ESI under the applicable law for the time being in force. e. The Contractor shall complete the work to the satisfaction of IIMB as per the instructions of the authorized officer of IIMB. 6. Insurance: The Contractor shall provide for adequate insurance cover to his employees. The Contractor shall ensure that the said insurance includes all liabilities, which would cover material and building damage, workmen s 29 P a g e S e a l & S i g n a t u r e o f B i d d e r

30 compensation, third party liabilities etc. The Contractor shall produce evidence of insurance coverage for all above before submitting invoices for payment. Such Insurance Policy shall be obtained from a reputed insurer and in the terms approved by IIMB; - OR - If the Contractor has a blanket insurance policy for all his Works and the policy covers all the items to be insured under this Agreement, the Contractor may assign such policy in favour of IIMB. 7. Indemnity: The Contractor shall be responsible for any accident and all compensation payable to anybody including contract labour employed by or out of the Agreement or arising out of and in the course of execution of this Agreement. IIMB shall not be responsible or liable for making any payment whatsoever, which is to be made by the Contractor. If for any reason IIMB is made liable to pay compensation for any accident arising out of and in the course of execution of this Agreement, the Contractor shall indemnify IIMB to the fullest extent of compensation awarded or ordered by any Authority. In the event of the non-fulfilment in any respect of the said covenant s, terms, obligations and conditions on the part of the Contractor, the Contractor shall pay IIMB, all losses, damages, costs, charges and expenses, including legal expenses as IIMB may be directly or indirectly put to in consequence of such non-fulfilment by the Contractor. 8. Confidentiality: Both the Parties hereby undertake that under no circumstances whatsoever they shall disclose any of the Terms of this Agreement and all or any Confidential Information belonging to the other like financial plans, business plans, and others, declared confidential to which they might have access during the association with one another in terms of this Agreement, except to the extent that is already in public knowledge/domain. The Confidential Information as hereinabove detailed shall not be disclosed during the subsistence of this Agreement and thereafter for a period of five years from the date of termination for whatever reason. 9. Termination: If the work is not carried out as prescribed in the Work Order, IIMB has the authority to terminate the Agreement/Contract as a whole at the risk and cost of the Contractor, with the prior notice of one month. The Institute will be entitled to terminate the contract forthwith in the event of the contractor committing breach of any of the terms and conditions stipulated in this schedule and the decision of the Chief Administrative Officer is final and binding on the contractor. 10. Miscellaneous: a. Relationship of Parties: Nothing contained in this Agreement shall be construed as creating a partnership between the Parties or as deeming either Party as an agent or representative of or employee of the other. Neither Party may act as the agent of the other Party or incur any liability on behalf of the other Party. 30 P a g e S e a l & S i g n a t u r e o f B i d d e r

31 b. Assignment: This Agreement shall not be assigned, sublicensed, sold, mortgaged, sub-contracted, or pledged to any other third person by the Contractor without the prior written consent of IIMB. c. Publicity: Both the Parties shall be entitled to issue or make any press releases or other public announcements relating to this Agreement. However, all press releases or other public announcements relating to this Agreement must be approved in advance and in writing, in each instance, by both the Parties. d. Notice: All notices, including notice of address change, required to be sent hereunder shall be in writing and shall be deemed to have been delivered when mailed by first class mail or reputable courier service return receipt requested to the address stated in the first page of this Agreement. Electronic communications are admissible provided these are sent with delivery consideration receipt and followed by physical copy mailed as set forth above. e. Severability: If any provision of the Agreement is or becomes invalid or impracticable in whole or part, the validity of the other provisions of this Agreement shall not be affected thereby. The invalid provisions shall be replaced by valid provisions that come closest to the economic intention pursued by the Parties. f. Amendments: This Agreement may only be modified by mutual consent in writing, signed by the authorized representatives of each Party. g. Force Majeure: No Party shall be in default under this Agreement by reason of its failure or delay in the performance of its obligation if such failure or delay is caused by acts of God, Government Laws and Regulations, Strikes/lock-outs at the venue, war, natural calamities or any other cause beyond its control and without its fault or negligence. The Party claiming the relief under force majeure shall notify the other Party thereof without undue delay and if the impediment continues for more than three (3) months due to such causes as mentioned above, either party shall be entitled to terminate the Agreement by written notice to the other party without incurring any liability for breach of contract. h. Entire Agreement: The terms and conditions contained in the following documents are deemed to form part of this Agreement, namely, the Tender document including the Notice Inviting Tender, General Conditions, Special Conditions, the Specifications, the Priced Bill of Quantities, the Schedule of rates and prices, and the Drawings mentioned in the Specifications. The letter of Acceptance, Work Order and all the communication between the Parties will also form part of this Agreement. In Witness Whereof the said parties hereto have hereunto set their hands. For IIMB For Contractor Witnesses: P a g e S e a l & S i g n a t u r e o f B i d d e r