INVITATION OF BIDS FOR OUTSOURCING OF SERVICES AT MO(PBR) (DAILY RATED LABOUR's DRL's)

Transcription

1 1 MATERIAL ORGANISATION GOVERNMENT OF INDIA POST BOX # 621, HADDO POST PORT BLAIR INVITATION OF BIDS FOR OUTSOURCING OF SERVICES AT MO(PBR) (DAILY RATED LABOUR's DRL's) Request for Proposal (RFP) No. MOPB/261/14/(C)9/02 dated 31 Jul Proposals in sealed covers under Two Bid system are invited from Indian Vendors for outsourcing of services at MO(PBR) (Daily Rated Labour's DRL's) for undertaking jobs as per scope of work enclosed. Please superscribe the above mentioned title, RFP number and date of opening of the bids on the sealed cover to avoid the bid being declared invalid. 2. The address and contact numbers for sending bids or seeking clarifications regarding this RFP are given below:- (a) Bids/queries to be addressed to: Material Superintendent (b) Postal address: Material Organisation, PO Box# 621, Haddo Post, Port Blair (c) Name/designation of the contact person: Lt Cdr Manish Dimri (d) Telephone numbers of the contact personnel: / (e) ID: mopbr-navy@nic.in (f) Fax number: This RFP is divided into five parts as follows: (a) Part I - Contains General Information and instructions for the Bidders about the RFP such as the time, place of submission and opening of tenders, validity period of tenders, etc. (b) Part II - Contains essential details of the items/services required, such as the Schedule of requirements (SOR), Technical Specifications, Delivery Period, Mode of Delivery and Consignee details. (c) Part III - Contains Standard Conditions of RFP, which will form part of the Contract with the successful Bidder. (d) Part IV - Contains Special Conditions applicable to this RFP and which will also form part of the contract with the successful Bidder. (e) Part V - Contains Evaluation Criteria and Format for Price Bids. 4. This RFP is being issued with no financial commitment and the Buyer reserves the right to change or vary any part thereof at any stage. Buyer also reserves the right to withdraw the RFP, should it become necessary at any stage.

2 2 PART I GENERAL INFORMATION 1. Last date and time for depositing the Bids. 11 Aug 15 (1100 hrs) (Date to be mentioned in terms of DD MM Year). The sealed bids (both technical and Commercial, in case two bids are called for) should be deposited/reach by the due date and time. The responsibility to ensure this lies with the Bidder. 2. Manner of depositing the Bids. Sealed Bids should be either dropped in the Tender Box marked as Tender Box or sent by registered/speed post at the address given above so as to reach by the due date and time. Late tenders will not be considered. No responsibility will be taken for postal delays or non-delivery/non-receipt of Bid documents. Vendors are advised to avoid using private couriers. Normal delivery time for Speed Post to Port Blair is days. Bids sent by Fax/ will be rendered invalid. 3. Time and date for opening of Bids. 11 Aug 15 (1100 hrs) (If due to any exigency, the due date for opening of the Bids is declared a closed holiday, the Bids will be opened on the next working day at the same time or on any other day/time, as intimated by the Buyer). 4. Location of the Tender Box. Main Gate, Material Organisation (Port Blair). Only those bids that are found in the tender box will be opened. 5. Place of opening of the Bids. Material Organisation(Port Blair). The Bidders may depute their representatives, duly authorized in writing, to attend the opening of Bids on the due date and time. Rates and important commercial/technical clauses quoted by all Bidders will be read out in the presence of all representatives. This event will not be postponed due to non-presence of any representative. 6. Two Bid System. The RFP is on Two-bid system. Only the Technical bid would be opened on the time and date mentioned above. Date of opening of the commercial bid will be intimated after acceptance of the Technical Bids. Commercial bids of only those firms will be opened whose Technical Bids are found suitable and in compliance, after technical evaluation is done by the Buyer. 7. Forwarding of Bids. Bids should be forwarded by Bidders under their original memo/ letterpad, furnishing details like TIN number, VAT/CST number, Bank address, complete postal & address of their office. 8. Clarification regarding contents of the RFP. A prospective bidder who requires clarification regarding the contents of the bidding documents shall notify to the Buyer in writing about the clarifications sought, not later than 7 (seven) days prior to the date of opening of the Bids. Copies of the query and clarification by the purchaser will be sent to all prospective bidders who have received the bidding documents. 9. Modification and Withdrawal of Bids. A bidder may modify or withdraw his bid after submission provided that the written notice of modification or withdrawal is received by the Buyer prior to deadline prescribed for submission of bids. A withdrawal notice may be sent by fax but it should be followed by a signed confirmation copy to be sent by post and such signed confirmation should reach the purchaser not later than the deadline for submission of bids. No bid shall be modified after the deadline for submission of bids. No bid may be withdrawn in the interval between the deadline for submission of bids and

3 3 expiration of the period of bid validity specified. Withdrawal of a bid during this period will result in forfeiture of bid security. 10. Clarification regarding contents of the Bids. During evaluation and comparison of bids, the Buyer may, at its discretion, ask the bidder for clarification of his bid. The request for clarification will be given in writing and no change in prices or substance of the bid will be sought, offered or permitted. No post-bid clarification on the initiative of the bidder will be entertained. 11. Rejection of Bids. Canvassing by the Bidder in any form, unsolicited letter and post-tender correction may invoke summary rejection with forfeiture of EMD. Conditional tenders will be rejected. 12. Unwillingness to quote. Bidders unwilling to quote should ensure that intimation to this effect reaches before the due date and time of opening of the Bid, failing which the defaulting Bidder may be delisted for the given range of items as mentioned in this RFP. 13. Validity of Bids. The Bids should remain valid for 120 days from the last date of submission of the Bids. 14. Earnest Money Deposit. Bidders are required to submit Earnest Money Deposit (EMD) for amount of 95,000/- (Rupees Ninety Five Thousand Only) along with their bids. The EMD may be submitted in the form of an Account Payee Demand Draft, Fixed Deposit Receipt, Banker s Cheque or Bank Guarantee from any of the public sector banks or a private sector bank authorized to conduct government business as per form DPM-16 (Available on MoD website and can be provided on request). EMD is to remain valid for a period of 180 days beyond the final bid validity period. EMD of the unsuccessful bidders will be returned to them at the earliest after expiry of the final bid validity and latest on or before 30 days after award of the contract. The bid security of the successful bidder would be returned, without any interest whatsoever, after the receipt of Performance Security from them, as called for in the contract. EMD is not required to be submitted by those Bidders who are registered with the Central Purchase Organization (e.g. DGS&D), National Small Industries Corporation (NSIC) or any Department of MoD or MoD itself. The EMD will be forfeited if the bidder withdraws or amends, impairs of derogates from the tender in any respect within the validity period of their tender.

4 4 PART II ESSENTIAL DETAILS OF ITEMS/ SERVICES REQUIRED 1. The Schedule of Requirements alongwith following documents enclosed with the RFP:- (a) Format of Commercial Quote. (b) Documents to be submitted with Technical Bid. (c) Scope of work/ special terms & conditions of the contract. 2. Two Bid System. In respect of Two Bid system, Bidders are required to furnish clause by clause compliance of specifications bringing out clearly the deviations from specifications, if any. Bidders are advised to submit the compliance statement in the enclosed format along with technical bid. 3. Delivery Period. For 12 months after signing of the contract. Contract can be cancelled unilaterally by the buyer in case services are not provided within the contract period. Extension of contract period will be at the sole discretion of the Buyer, with applicability of LD clause. 3. Taxes & Levies. Details of all taxes applicable are to be indicated. Your firm should indicate CST/GST/TIN No in the quotation for early release of payment. 4. Consignee details. Material Superintendent, Material Organisation Post Box # 621, Haddo Post Port Blair PART III STANDARD CONDITIONS OF RFP 1. Liquidated Damages. The supply should be within the prescribed contracted period and as per scope of work, which shall be the essence of the contract. Liquidated 0.5% per week or part thereof, subject to a maximum of 10% of the undelivered stores will be recovered in case of delay in delivery beyond the accepted delivery period as per SCOC. 2. Risk and Expense Clause. If the contractor defaults in providing services as per scope of work within the contracted period, MO(PBR) reserves the right to initiate risk and expense clause for the work not undertaken and the contractor is liable to pay additional cost spent by the government, if any as compared to the contracted amount. 3. Standard Conditions of Contract (SCOC). Firm shall be required to accept our Standard Conditions of Contract. In addition standard clauses regarding agents/agency commission, penalty for use of undue influence, access to books of accounts, arbitration and laws would be incorporated in the contract. The SCOC would be as per chapter VII of Defence Procurement Manual 2009 which may be seen on the Government website.

5 5 PART IV SPECIAL CONDITIONS OF RFP The Bidder is required to give confirmation of their acceptance of special conditions of the RFP mentioned below which will automatically be considered part of the contract concluded with the successful Bidder (i.e. seller in the contract) as selected by the Buyer. Failure to do so may result in rejection of Bid submitted by the Bidder. 1. Performance Guarantee. The bidder will be required to furnish a performance bank guarantee through a public sector bank or a private sector bank authorized to conduct government business (ICICI Bank Ltd., Axis Bank Ltd or HDFC Bank Ltd) for a sum equal to 10% of the contract value within 30 days of receipt of the confirmed order. Performance Bank Guarantee should be valid upto 60 days beyond the contract period. The specimen of PBG is given in form DPM-15 (Available on MoD website and can be provided on request). 2. Payment Terms. Monthly payment will be made on pro- rata basis. The bill should be submitted to this Organisation at the end of each month during the contractual period. Bill should be pre-receipted and is to be submitted to this Organisation in triplicate, duly affixing a revenue stamp alongwith receipt for the amount billed, original copy of muster of resources for the month, satisfactory job completion certificate in duplicate. The payment will be made by JCDA (ANC). However, the individuals must be paid by contractor by 3 rd of next month. 3. Advance Payments. No advance payment(s) will be made. 4. Inspection Authority. CWH, MO(PBR). 5. Extension of Rate Contract. The contract can be extended beyond the original contract period with the same terms and conditions/ price with the consent of both the Buyer and the bidder.

6 6 PART V EVALUATION CRITERIA & PRICE BID ISSUES 1. Evaluation Criteria. The 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 RFP, both technically and commercially. (b) In respect of Two bid system, the technical bids forwarded by the bidders will be evaluated by the buyer with reference to the tech characteristics of the equipment, as mentioned in the RFP. The compliance of Technical bids would be determined on the basis of parameters specified in the RFP. The price bids of only those bidders will be opened whose Technical bids clear the technical evaluation. (c) The Lowest Bid will be decided upon the lowest price quoted by the particular Bidder as per the Price Format given at Para 2 below. The consideration of taxes and duties in evaluation process will be as follows: In case where only indigenous bidders are competing, all taxes and duties (including those for which exemption certificates are issued) quoted by the bidders will be considered. The ultimate cost to the buyer would be the deciding factor for ranking of bids. (d) The Bidders are required to spell out the rates of Customs duty, Excise duty, VAT, Service Tax, etc in unambiguous terms; otherwise their offers will be loaded with the maximum rates of duties and taxes for the purpose of comparison of prices. If reimbursement of Customs duty/excise Duty/VAT is intended as extra, over the quoted prices, the Bidder must specifically say so. In the absence of any stipulation, it will be presumed that the prices quoted are firm and final and no claim on account of such duties will be entertained after the opening of tenders. If a Bidder chooses to quote a price inclusive of any duty and does not confirm inclusion of such, he should clearly indicate the rate of such duty and quantum of excise duty included in the price. Failure to do so may result in ignoring of such offers summarily. If a Bidder is exempted from payment of Customs duty/excise Duty/VAT duty upto any value of supplies by them, they should clearly state that no excise duty will be charged by them upto the limit of exemption which they have. If any concession is available in regard to rate/quantum of Customs duty/excise duty/vat, it should be brought out clearly. Stipulations like, excise duty was presently not applicable but the same will be charged if it becomes leviable later on, will not be accepted unless in such cases it is clearly stated by a Bidder that excise duty will not be charged by him even if the same becomes applicable later on. In respect of the Bidders who fail to comply with this requirement, their quoted prices shall be loaded with the quantum of excise duty which is normally applicable on the item in question for the purpose of comparing their prices with other Bidders. The same logic applies to customs duty and VAT also. (e) If there is a discrepancy between the unit price and the total price that is obtained by multiplying the unit price and quantity, the unit price will prevail and the total price will be corrected. If there is a discrepancy between words and figures, the amount in words will prevail for calculation of price.

7 7 (f) The lowest acceptable bid will be considered further for concluding contract/ placement of Supply Order, after complete clarifications and price negotiations as decided by the Buyer. The Buyer will have the right to award contracts to different Bidders for being lowest for particular items. The Buyer also reserves the right to do Apportionment of Quantity, if convinced that Lowest Bidder is not in a position to supply full quality in stipulated time. 2. Price Bid Format. The Price Bid Format is enclosed & is integral part of the RFP.

8 8 ANNEXURE "A" FORMAT OF COMMERCIAL QUOTE Tender No: MOPB/261/14/(C)9/02 dated 31 Jul 15 DETAILS OF ITEMS OFFERED S No Description Basic Rate EPF Agency Charges Service Tax Any other taxes Total Unit Price should be exclusive of all Government Duties. Govt duties/ taxes etc should be separately specified giving the current rate applicable.

9 9 DOCUMENTS TO BE SUBMITTED WITH THE TECHNICAL BID ANNEXURE "B" SL. NO. DESCRIPTION YES/ NO REMARKS 1. Requisite qualified workers available with the firm to undertake the said jobs 2. Agree to take due care for the security of data and material that will handled by the firm 3. Willing and capable to carry out the work as specified/ indicate acceptance of entire scope of work 4. Agreed to various terms & conditions as specified in the scope of work 5. EMD attached 6. Acceptance of payment terms 7. Regional labour commissioner certificate (for any successful labour contract in the past) 8. Service Tax Registration 9. Minimum wages confirmation certificate 10. EPF Registration 11. Copy of HQANC Registration 12. Documents of past orders NOTE:- 1. Certificate confirming payment of minimum wages to the employee's i.a.w. existing labour law is to be furnished by the contractor/ firm. 2. All the above requirements should be met on the day of opening of tender. No further time will be permitted. As and when contractor obtains these documents, they will be eligible/ qualified for similar tenders in future. 3. Pre- bid conference will be held 1100 hrs on 06 Aug Total No. of resources: 28 Resources.

10 10 SCOPE OF WORK FOR OUTSOURCING OF SERVICES AT MO(PBR) ANNEXURE B a) Work to be explained in detail As mentioned below b) No of working days in a month or week and working hours 22 Days/ Month, 08 hours daily from 0730 AM (Excluding half an hour lunch break) c) Any uniform or dress specification or restriction No d) Qualification of personnel, trained or proposed Minimum 8 th Pass on the job training e) Area demarcation/ establishment or premises/ MO(PBR) location where job is to be done f) Any restriction on age Between 18 to 40 yrs g) Any restriction on gender No SL. PLACE OF JOB DESCRIPTION OF JOB NO. 1. Mail Section (a) Making entries in register (In/ Out Mail) (b) Distribution of Mail (c) Making envelops for out Mail (d) Dispatch of Mail. 2. Admin Section (a) Register maintenance (b) Filing work (c) Photocopy of letters (d) Maintenance of office space 3. LP Section (a) Mail In/Out (b) Xerox of letters/ Faxes (c) File entering/register updation (d) Record of file sent to IFA/HQ for approval/ Sanction. (e) Dispatch of Tender Enquiry (f) Upkeep & Maintenance of office space (g) Arranging of files in location 4. MS Office (a) Movement of files (b) Xerox & Fax of letters/ replies (c) Filing of signals & faxes (d) Housekeeping services for offices (e) Upkeep & maintenance of office space. 5. SSC Section (a) Verification and binning of new receipt items at appropriate locations. (b) Upkeep & maintenance of office space (c) General Correspondence. (d) Segregation of ARS items for IN ships/ Units. 6. M&S Section (a) Receipt of packages from MO(V) through shipping. (b) Opening of packages & mustering of items. (c) Labeling & binning of items in proper location. (d) Greasing of spares parts & equipments. (e) Preservation of rubberised items. (f) Segregation of issued items for ships/units. (g) Loading / unloading of items. (h) Filing work. (j) Maintenance of office space. (k) Register maintenance. (l) General correspondence. (m) Receiving & arranging items received against local purchase. (n) Get signature on gate pass from Duty Officer. 7. Naval Store (a) Receipt of Packages from MO(V) through shipping. (b) Segregate issued items for ships/units.

11 11 8. Establishment Section 9. Shipping/ Survey Section (c) Register Maintenance. (d) Mustering of stock. (e) Loading /unloading of items. (f) Gate Pass signature from Duty Officer. (g) Segregate ARS items for ships & units. (h) Labeling & binning of items in proper place. (j) Maintenance of store house. (k) Maintenance of office space. (l) Receiving & arranging of new stores/items against local purchase. (m) General Correspondence. (a) Shifting of items. (b) Collection & mustering of stores. (c) Cleaning of store houses. (d) Handling & packing of stores. (e) Newspaper distribution in Depot. (f) Maintaining registers and stationery items. (a) Collection of packages from DSS, PBMC & Airport. (b) Handling of packages. (c) Loading & unloading of packages. (d) Maintenance of scrap material/ surveyed items in survey yard. (e) Gates passes for packages & survey report signed from duty officer. (f) Updating various register. (g) Upkeep & maintenance of office space. (h) Packages marking. (j) General Correspondence. 10. POL Section (a) Collection of ATFK (b) Cleaning of epicoated drums for ATFK collection. (c) Issue of Petrol & Diesel from Petrol pump. (d) Loading & uploading of fuel drums. (e) Arranging & cleaning of fuel drums. (f) Marking of fuel drums. (g) Get fuel vouchers signed by Duty officer. (h) Supply of fuel to IN Ships at IN Jetty. (j) Mustering of stores. (k) Upkeep & maintenance of Lub yard. (l) Storage of fuel drums. (m) General Correspondence. 11. General Pool (a) Shifting of packages. (b) Stocking of items. (c) Loading/ unloading of material. (d) Assistance to store house staff during inspection by higher formation. (e) Assistance to Depot staff for changing of old furniture from BSO. (f) Shifting of furniture like plastic chair, tables for various occasions like National festivals, farewells when required. (g) Cleaning/ dusting of store houses during Annual Inspection. (h) Upkeep & maintenance of office space.