National Research Development Corporation (NRDC), New Delhi Date: 27th September 2014 INVITATION FOR BIDS (IFB) Supply of Tractor, Trolley and Vehicle for Project funded by Ministry of External Affairs (MEA), Govt. of India, for Tomato Production at three locations in Ghana IFB No.: IFB/A2GT00/002/2014 Last date for submission of bids: 20th October 2014
SECTION I: INVITATION FOR BIDS (IFB) 1. NRDC invites sealed bids from manufacturers / suppliers for supply of items (Indian Make) to Accra, Ghana for setting up of Pilot Research Project for Tomato Production in Ghana (funded by MEA) as per Annexure 1. The machineries and equipments to be supplied in this bid are divided into Two (2) Lots. There are Two Lots in the bid. Bidder may submit bid for all of the Lots or any number of lots. 2. Contact information - Manager (Purchase) National Research Development Corporation 20 22, Zamroodpur Comm. Centre Kailash Colony Extn. New Delhi 110048, India Tel : + 91 11 2924 0401 08 Extn Fax : + 91 11 29240409 10 Cell : + 91 9910496559, 9910496565 Email : nareshkumar@nrdc.in, manjulikaotto@nrdc.in, dcjoshi@nrdc.in Website : www.nrdcindia.com 3. Two bid System - A. TWO BID SYSTEM The single stage two bid system will be followed for this tender. In this system bidder must submit his offer in two separate sealed envelopes as explained below: Envelope No. 1: "Technical Bid" (one original, one photocopy alongwith a soft copy in word format in CD) for each Lot or any number of lot or all the lots quoted in separate envelops shall contain: a. Technical Bid with proper seal and signature of authorised person on each page of the bid submitted. b. Profile of Firm / Company as per format at Exhibit 1 c. Details of Company s experience in supplying of such items overseas d. Details of after sales service facilities in Ghana Envelope 2: Price Bid (one original, one photocopy alongwith a soft copy in word format in CD) for each Lot or any number of lot or all the lots quoted in separate envelops shall contain:
Price schedule complete in all respects with proper seal and signature of authorized person indicating the following cost: CIF, Accra, Ghana Both the technical bid and commercial bid envelopes should be sealed separately and clearly marked as Envelope no. 1 - Technical Bid" and "Envelope no. 2 - Price Bid"(price bid for each Lot or any number of lots or all the lots quoted with Lot No should be placed in Envelop No. 2). Both the sealed envelopes should be placed in third larger sealed envelope. Clearly mention on the larger envelop Technical Bid and Price Bid- 02 for Ghana Project The bid shall be addressed to Manager Purchase National Research Development Corporation 20 22, Zamroodpur Comm. Centre Kailash Colony Extn. New Delhi 110048, India B. PREPARATION OF BIDS The Bid shall be neatly arranged, plain and intelligible. Each page of the bid should be signed by authorized signatory. The bid should not contain any terms and conditions, printed or otherwise, which are not applicable to the Bid. The conditional bid will be summarily rejected. Insertions, postscripts, additions and alterations shall not be recognized, unless confirmed by bidder s signature. Bidder should avoid, as far as possible, corrections, overwriting, erasures or postscripts in the bid documents. In case however any corrections, alterations, changes, erasures, amendments and/or additions have to be made in the bids, they should be supported by dated signatures of the same authorized person signing the bid documents. 4. Date of submission of bids and opening of the Technical bids Last date for submission of bids on 20th October up to 2:30 PM Technical bid will be opened on 20th October at 3:00 PM at NRDC, New Delhi The bid can be submitted in person or through post (NRDC shall not be responsible for any postal delays resulting in disqualification/ rejection of any bid) so as to reach on or before the due date and time. The bidders authorized representative (maximum two) can attend the bid opening/s.
The representatives of bidders may choose to attend the opening of the technical bids. In case bidder requires any clarifications / information they may contact NRDC at the address given in Section I on or before 14th October 2014. The technical bids will be evaluated to shortlist the eligible bidders. Only the bidders whose technical bids has been short listed shall be considered for further processing (technical evaluation). Bidder whose technical bid is found to be acceptable and meeting the eligibility requirements will be informed about the date and time of the opening of the price bid. Please do not put "Price Bid" (prices quote) in the technical bid envelope. If the price quoted is submitted with technical bid, the tender will be rejected. 5. Opening of price bids Price bids of the short listed bidders will be opened, in the presence of the bidders or their authorized representative, who choose to attend, at the time, place and date to be informed later. The authorized representative of bidders, present at the time of opening of the bids shall be required to sign an attendance register as a proof of having attended the price bid opening. The bidder s name, bid prices, discounts and such other details considered as appropriate by NRDC, will be announced at the time of the opening of the bids. (Technically accepted competitive bids ONLY will be considered for the opening of Price Bids). END OF SECTION I
SECTION II: INSTRUCTIONS TO BIDDERS (ITB) 1. Delivery period / Timelines The supply/ shipment of all the items must be dispatched within reasonable time but not more than 45 days, after awarding the work order to the Successful Bidder. The time is the essence of this contract. It is mandatory for the bidders who respond to this bid to meet these expectations, as these are tightly linked to NRDC s plans of completing the project. 2. Order Placements and Release of Payment The Purchase / Work Order and payment shall be processed by: Manager (Purchase) National Research Development Corporation 20-22, Zamroodpur Comm. Centre Kailash Colony Extn. New Delhi-110048, India 3. Eligible Bidders The bidder should meet the following eligibility criteria as specified below. 3.1 Indian Companies may be registered firm or company and manufacturers / authorised dealers of the items in India and financially capable to carry out the scope of the bid. 3.2 Bidder should have facility of the Service Centre at Ghana 4. Period of validity of bids 4.1 Bids shall be valid for a minimum 180 days from the date of submission of bids. A bid valid for a shorter period shall stand rejected. 4.2 NRDC may ask for the bidder s consent to extend the period of validity. Such request and the response shall be made in writing only. The bidder is free not to accept such request i.e. extension of validity. A bidder agreeing to the request for extension will not be permitted to modify his bid. 5 Deadline for Submission of Bids 5.1 Bids must be received by NRDC before the due date and time at the address specified in the tender document. In the event of the specified date for the submission of bids being declared a holiday for NRDC, the bid-closing deadline will stand extended to the next working day up to the same time. 5.2 NRDC may extend this deadline for submission of bids and the same shall be suitably notified in the media.
6 Late Bids 6.1 Any bid received by NRDC after the deadline for submission of bids, will not be accepted. C. AWARD OF CONTRACT 7 Award Criteria 7.1 NRDC shall award the contract to the eligible bidder whose technical bid has been accepted and determined as the lowest evaluated price bid. 7.2 NRDC reserves the right to award part or total contract to the eligible bidder 7.3 NRDC reserves the right to reject any or all the bids without assigning any reason. 7.4 Bidder should be able to supply at Ghana and provide after sales service at Ghana 8 Purchaser s Right to amend Scope of Work 8.1 If, for any unforeseen reasons, NRDC is required to change the Scope of Work, this change shall be acceptable to the bidder without change in the price quoted. 9 Corrupt or Fraudulent Practices. 9.1 It is expected that the bidders who wish to bid for this project have highest standards of ethics. 9.2 NRDC will reject bid if it determines that the bidder recommended for award has engaged in corrupt or fraudulent practices while competing for this contract; 9.3 NRDC may declare a bidder ineligible, either indefinitely or for a stated duration, to be awarded a contract if it at any time determines that the vendor has engaged in corrupt and fraudulent practices during the execution of contract. 10 Interpretation of the clauses in the IFB Document / Contract Document 10.1 In case of any ambiguity/ dispute in the interpretation of any of the clauses in this IFB Document, NRDC s interpretation of the clauses shall be final and binding on all parties. END OF SECTION II
SECTION III: SPECIAL CONDITIONS OF CONTRACT (SCC) 1. Prices 1.1. No escalation of overall total cost shall be permitted. 1.2. Bidders must quote the price in the format given in Price Schedule at Section V of this document. 1.3. Prices to be quoted only in INR. 1.4. The prices quoted should be inclusive of all taxes, levies & duties etc. applicable in India. 1.5. Bidders must ensure that the cost of all the items inclusive of all taxes shall be quoted and packing, freight, insurance & transportation may be shown separately. However risk in goods shall continue with supplier till goods are delivered in good condition at end user s site. 1.6. The bidder should take insurance of the consignment till actual delivery to the end user. 1.7. Bidders should clearly mention whether the prices hold good even for part quantities. Any increase in price at a later date for ordering part quantities will not be agreed too. 1.8 The successful bidder will be required to furnish a non-interest bearing Security Deposit amounting to 10% of the total cost of order value immediately on receipt of order. This may be in the form of a bank Guarantee in favour of National Research Development Corporation, New Delhi 2. Warranty: Bidders must ensure that all the items shall carry minimum 2 (two) years on site comprehensive warranty from the date of delivery at Ghana. The bidder must undertake to provide warranty service at Ghana. The repairing/ rectification/ replacement/ configuration required, if any, of the items under warranty must be done at site only. These items shall not be allowed to be taken outside country for warranty repairs. The bidder should submit along with the technical bid, the detailed plan for providing warranty services at site(s). 3. Payments: Lump sum cost quoted by the successful bidder shall be paid as per mutually agreed terms and conditions, including applicable taxes, if any 4. Penalty for delayed Services NRDC reserves the right to levy penalty @ of 0.5% of CIF value per week of delay beyond the scheduled shipment successfully, subject to maximum of 10% of the order value. NRDC reserves the right to cancel the order in case the delay is more than four weeks.
5. Jurisdiction: The disputes, legal matters, court matters, if any shall be subject to New Delhi jurisdiction only. 6. Force Majeure: NRDC may consider relaxing the penalty and delivery requirements, as specified in this document, if and to the extent that, the delay in performance or other failure to perform its obligations under the contract is the result of an Force Majeure. Force Majeure is defined as an event of effect that cannot reasonably be anticipated such as acts of God (like earthquakes, floods, storms etc.), acts of states, the direct and indirect consequences of wars (declared or undeclared), hostilities, national emergencies, civil commotion and strikes at successful Bidder s premises. 7. Arbitration: A. (i) If any dispute or difference arises between the parties hereto as to the construction, interpretation, effect and implication of any provision of this IFB including the rights or liabilities or any claim or demand of any party against other or in regard to any other matter under these presents but excluding any matters, decisions or determination of which is expressly provided for in this IFB, such disputes or differences shall be resolved by mutual consultation and if it fails, the dispute shall be referred to the Bench of Arbitrators. Each party would appoint one Arbitrator and the two Arbitrators would appoint the third Arbitrator as the Presiding Arbitrator. A reference to the Arbitration under this Clause shall be deemed to be submission within the meaning of the Arbitration and Conciliation Act, 1996 and the rules framed thereunder for the time being in force. (ii) If however, either party does not make any claim or demand or raise any dispute or difference in terms of sub-clause (i) of this Clause within one year from the date on which such claim or demand arises, the Parties shall deem to have waived and abandoned such claim or demand or the right to raise such dispute or difference against the Licensor. (iii) (a) The venue of the Arbitration shall be at Delhi. (b) Each party shall bear and pay its own cost of the arbitration proceedings unless the Arbitrator otherwise decides in the Award. (c) The provisions of this Clause shall not be frustrated, abrogated or become inoperative, notwithstanding this IFB expires or ceases to exist or is terminated or revoked or declared unlawful. B. The High Court of Delhi at New Delhi and Courts subordinate to it shall have exclusive jurisdiction in all matters concerning this IFB, including any matter arising out of the Arbitration Proceedings or any Award made therein. END OF SECTION III
SECTION IV Schedule of Requirement 1. INVITATION FOR BIDS (IFB) NRDC, New Delhi invites sealed bids from eligible bidders for supply of Tractors, trolleys and vehicles as per Annexure I for setting up of Pilot Research Project for Tomato Production in Ghana 2. SCOPE OF WORK The Scope of Work is broadly defined below: 1. Supply of items as per Annexure I at Accra, Ghana, 2. After sales service facilities in Ghana 3. Bidder may supply the items from their Ghana dealers but payment will be made in Indian Rupees to the bidder. 4. Price should be quoted for each equipment separately SECTION V - PRICE SCHEDULE Price schedule complete in all respects quoting Price for each equipment separately. Schedule should also indicate total cost separately as follows: CIF, Accra Sl. No Name & Description Make & Model Type of equipme nt Whethe r ISO Certifie d compan y Qty. Nos. Unit Rate Rs. Taxes, as applic able Total Cost INR
Exhibit 1: Format for Firm/Company profile 1. Name of applicant Head Office Address. Regional Office Address. Telephone No. Fax No. Telephone No. Fax No. Local Office Address in India. Telephone No. Fax No. 2. Place and year of incorporation (attach copy of certificate of incorporation) 3. Brief description of the Company 4. Main lines of Business (a) Domestic 1. Since 2. Since (b) International 1. Since 2. Since Name of the countries / clients whom the supply is made 5. Details of individual who will serve as the point of contact / communication within the firm with following information a) Name b) Designation c) Company d) Address e) Telephone number fl e- mail address g) Fax number 6. Name, designation, address and phone number of authorized signatory of the Bidder a) Name b) Designation c) Address d) Phone No. e) Fax No. fl e- mail address 7. Service Centre at Ghana
ANNEXURE 1 Details of Machineries and equipments for Ghana LOT 1. Tractor and Trolley S. Machinery/ No. Equipment 1. Tractor 45 HP. Range with spare parts 2. Tractor trolley (Hydraulic) 10' x 6' No. Specifications Required 3 45 HP Hydraulics, fully live pump, with Position & draft controls Removable front weights Removable rear wheel weights 3 2 Wheel Hydraulic Tractor Trolley : Body Size : 10' x 6' x 2', Chassis 6 3 Flooring : 5 mm, Side Dala : 10 Gauge Disc : Double Plate Provision to open 3 sides on hinges Painting: Three in one chemical phosphating with rust preventing coating, compatible with tractor Price, INR LOT 2. Vehicle 1 Vehicle 3 4x4 vehicle (Indian make) May be supplied through local dealer in Ghana but payment will be made in INR in India In case of an order please confirm that a Guarantee Certificate with regard to the specifications and quality will be furnished alongwith Test Certificate.