RFP REFERENCE NUMBER: IT-12/2016-17 DATE: 13.07.2016 STOCK HOLDING CORPORATION OF INDIA LIMITED REQUEST FOR PROPOSAL (RFP) DOCUMENT FOR DISPOSAL OF OLD NON-SERVICEABLE OCE145 Page 1 of 13
DISCLAIMER The information contained in this Request for Proposal (RFP) document or information provided subsequently to bidder(s) or applicants whether verbally or in documentary form by or on behalf of Stock Holding Corporation of India Limited (StockHolding), is provided to the bidder(s) on the terms and conditions set out in this RFP document and all other terms and conditions subject to which such information is provided. This RFP document is not an agreement and is not an offer or invitation by StockHolding to any parties other than the applicants who are qualified to submit the bids ( bidders ). The purpose of this RFP is to provide the bidder(s) within formation to assist the formulation of their proposals. This RFP does not claim to contain all the information each bidder may require. Each bidder should conduct its own investigations and analysis and should check the accuracy, reliability and completeness of the information in this RFP and where necessary obtain independent advice. StockHolding makes no representation or warranty and shall incur no liability under any law, statute, rules or regulations as to the accuracy, reliability or completeness of this RFP. StockHolding may in its absolute discretion, but without being under any obligation to do so, update, amend or supplement the information in this RFP. Page 2 of 13
Invitation for bids Bids are invited from registered recycler / Pre-processor of e-waste with MOEF/Central Pollution Control Board/Karnataka and Maharashtra State Pollution Control Board/any other State Pollution Control Board etc. for the Disposal of Old Non-Serviceable OCE145 Printer on as is where is basis The bidding document or corrigenda, amendments (addendums) can be downloaded at website: http://www.stockholding.com; http://www.shcil.com under Notices tag (link) RFP Document Details Name of Organization Stock Holding Corporation of India Limited RFP Reference No. IT-12/2016-17 Requirement Disposal of Old Non-Serviceable OCE145 Printer on as is where is basis through e-waste registered vendors Location Mahape (Navi Mumbai) Date of Inspection On 18 th July 2016 & 19th July 2016 between 14:30 Hours to 17:00 Hours Date of issue of RFP document 13 th July 2016 Last date for submission of queries 19 th July 2016 on/or before 17:00 Hours (only through email) on email address itpr@stockholding.com Submission of Sealed Technical and On or before 21 st July 2016 Between 10:00 Hours to Commercial Price Bid 17:00 Hours Date for Technical bid opening 22 nd July 2016, 10:00 Hours onwards Submission of Sealed Bids at Vice President Information Technology Stock Holding Corporation of India Limited SHCIL House, Plot No. P-51, TTC Industrial Area, MIDC, Opposite L&T Infotech, Mahape, Navi Mumbai - 400710 Email Address itpr@stockholding.com This bid document is not transferable Requirement Disposal of Old Non-Serviceable OCE145 Printer on as is where is basis at Mahape, Navi Mumbai. Bill of Material for the requirement S/N. Product Description Serial No. of product 1 Model: OCE145 Page-Stream Printer 80FF000943 47904 Location Stock Holding Corporation of India Limited, SHCIL House, Plot No.-51, T.T.C. Industrial Area, M.I.D.C., Mahape, Navi Mumbai PIN 400710 Maharashtra State Contact Person: Mr. Vishwas Bhujle Ph. (022) 61778016, 9987776271 Page 3 of 13
Terms and Conditions 1) The bidders may inspect the items on predetermined dates and satisfy themselves about the items they are bidding for, as the items condition is on As is where is basis 2) The items shall be sold to the highest price of bidder (H1) 3) No items, once disposed to the successful bidder, shall not be taken back by Stock Holding Corporation of India Limited 4) The successful bidder has to make payment in the form of RTGS/NEFT or Demand Draft in favor of Stock Holding Corporation of India Limited, Payable at Mumbai within 3 days after confirmation, failing which the offer will be cancelled 5) The successful bidder shall be required to lift all the items from the disposal site to its premises within 5 (Five) days after the payment of the quoted bid. On failure to do so, Stock Holding Corporation of India Limited shall have the right to forfeit the entire amount of the bidder 6) The total price should be inclusive of all applicable taxes & levies with all misc. charges like transportation, labour or any other expenses etc. as all above items are interlinked to each other therefore no comparison will be made on individual item. The contract will be awarded on comparison of consolidated price of all items 7) The detail list of items may be referred while submitting the bid. However if there is any deviation in model/make as per the list, than the actual model of the item will be final. No claim for this will be considered. Submission of Proposal: The response to this RFP will be submitted by way of two bids. The technical proposal with the relevant information / documents / acceptance of all terms and conditions and eligibility criteria as described in this RFP document will be submitted by bidder (vendor) and a separate commercial bid will be submitted by the vendor (bidder) If technically eligible, their commercials bids will be opened. The bidders will have to submit the duly signed and stamped relevant document(s) as part of technical bid. All Annexure Forms will have to be filled and submitted. The Technical Bid with relative documents must be submitted at Mahape in sealed envelope. The commercial bid should be submitted in a separate signed and sealed envelope. Invitation for bids This Invitation for bids is for Disposal of Old Non-Serviceable OCE145 Printer on as is where is basis at StockHolding s office(s) as per bill of material Due Diligence: The bidder is expected to examine all instructions, Forms, Terms, Conditions and Specifications in this RFP. Bids shall be deemed to have been made after careful study and examination of this RFP with full understanding of its Implications. The Bid should be precise, complete with all details required as per this RFP document. Failure to furnish all information required by this RFP or submission of Bid not as per RFP requirements will be at the bidder s risk and may result in rejection of the bid and the decision of StockHolding in this regard will be final and conclusive and binding. Page 4 of 13
Cost of Bidding: The bidder shall bear all costs associated with the preparation & submission of its bid and StockHolding will in no case be held responsible or liable for these costs, regardless of the conduct or outcome of the bidding process Validity of offer: The offer should remain valid for a period of at least 25 days from the date of bid opening Eligibility Criteria: SI. Criteria Documents to be submitted by bidder 1 The bidder should have Certificate of incorporation registered office in India 2 The bidder should be an authorized for carrying out recycling of e-waste IT equipment(s) Valid Registration certificate with the valid period for Air & Water Prevention and recycling / Pre-processing of e- waste with Ministry of Environment and Forest (MOEF) /Central Pollution Control Board/ Maharashtra State Pollution Control Board/any other State Pollution Control Board for Disposal of hazardous waste management of IT & Telecom & Consumer Equipment as e-waste management 3 The vendor (bidder) should have minimum Three (3) years of experience for e-waste of IT Equipment A self-declaration by the bidder on its company s letter head Bidder may enclose sufficient documents regarding execution of Government work order, specifically Disposal of e-waste. Important Bidder should submit all supporting documents at the time of submitting technical bid, duly signed and stamped. Bidder without having above registration and authorization will be not allowed to participate in the bid. Bidder who have submitted the bids and whose offers are found technically suitable shall be informed. BIDDING PROCEDURE Bids are invited in two bid systems, (1) Technical & (2) Commercial, which shall be submitted in sealed and stamped envelopes Page 5 of 13
1. Technical Bid a. The bidder will submit the Technical Bid in an envelope Sealed and Stamped super-scribe the envelope as Technical Bid as per Eligibility Criteria, Checklist, Covering Letter, Compliance Letter b. The bidder should submit Technical Bid only in the format given (Technical Bid for Disposal of Old Non-Serviceable OCE145 Printer on as is where is basis) along with the required documents c. There should not be any hidden / conditional costs in the bids and in the event of their presence in the bid, the bid is liable to be rejected. d. No indications pertaining to price or commercial terms should be made in the Technical Bid submission. If any price indications are made, then the bids may be rejected. e. No open ended / conditional bid shall be entertained and are liable for rejection. 2. Commercial Price Bid a. The Commercial Bid of only eligible bidders will be considered. b. The Commercial Price Bid should be Inclusive of all taxes & levies with all miscellaneous charges like transportation, labour and other expenses c. The price mentioned by the bidder in the commercial bid be treated as final price. d. The bidder should quote only in the format given (Commercial Bid for Disposal of Old Non- Serviceable OCE145 Printer on as is where is basis) e. The bidder will submit the Commercial Bid in an separate envelope Sealed and Stamped superscribe the envelope as Commercial Bid 3. Submission of Bids a. The Technical Bid and Commercial Bid must be submitted in sealed and stamped envelope as per schedule. Technical Bid and Commercial Bid should be complete in all respects and contain all information asked for in this RFP document b. Technical Bid should be complete in all respects and contain all information and documents except price information c. The offer should be valid for a period of at least 25 days from the date of opening of bid d. The bidder shall fulfill all statutory requirements as described by the law and Government notices. The bidder shall be solely responsible for any failure to fulfill the statutory obligations and shall indemnify StockHolding against all such liabilities, which are likely to arise out of the agency s failure to fulfill such statutory obligations e. The bidder shall be solely responsible either for any injury, damage, accident to the workman employed by the bidder for any loss or damage to the equipment / property in the areas of work as a result of negligence/carelessness of its deployed resources for pickup of material f. No request for any further extension of the above deadline shall be entertained. Delayed and/or incomplete bid shall not be considered. 4. Evaluation of Bids StockHolding will evaluate the bid submitted by the bidders under this RFP. It is StockHolding s discretion to decide at the relevant point of time. The eligibility bid submitted by the bidder will be evaluated against the Eligibility criteria set forth in the RFP. Page 6 of 13
The bidder needs to comply with all the eligibility criteria mentioned in the RFP to be evaluated for evaluation. Non-compliance to any of the mentioned criteria would result in outright rejection of the bidder's proposal. The decision of StockHolding would be final and binding on all the bidders to this document. StockHolding may accept or reject an offer without assigning any reason what so ever. The bidder is required to comply with the requirement mentioned in the RFP. Non-compliance to this may lead to disqualification of a bidder, which would be at the discretion of StockHolding. a. Please note that all the information desired needs to be provided. Incomplete information may lead to non-consideration of the proposal. b. The information provided by the bidders in response to this RFP document will become the property of StockHolding. Page 7 of 13
COMMERCIAL BID Reference: RFP Document No. IT-12/2016-17 SI. Requirement Unit Cost (Rs.) Quantity (Nos.) Total Cost (Rs.) 1 DISPOSAL OF OLD NON-SERVICEABLE OCE145 PRINTER (RFP REFERENCE NUMBER: (OCE145 Page-stream Printer SN. 80FF000943 47904) 1 Note: The above indicated prices are inclusive of all taxes & levies with all miscellaneous charges like transportation, labour and other expenses Note: Bidder must take care in filling price information in the Commercial Offer, to ensure that there are no typographical or arithmetic errors. All fields must be filled in correctly. Please note that any Commercial Offer, which is conditional and / or qualified or subjected to suggestions, will also be summarily rejected. This offer shall not contain any deviation in terms & conditions or any specifications, if so such an offer will also be summarily rejected. Page 8 of 13
TECHNICAL BID FORMAT (TO BE SUBMITTED ALONG WITH TECHNICAL BID) SI. Criteria Documents to be submitted by bidder 1 The bidder should have registered office in India 2 The bidder should be an authorized for carrying out recycling of e-waste IT equipment(s) 3 The vendor (bidder) should have minimum Three (3) years of experience for e-waste of IT Equipment Certificate of incorporation Valid Registration certificate with the valid period for Air & Water Prevention and recycling / Preprocessing of e-waste with Ministry of Environment and Forest (MOEF) /Central Pollution Control Board/ Maharashtra State Pollution Control Board/any other State Pollution Control Board for Disposal of hazardous waste management of IT & Telecom & Consumer Equipment as e-waste management A self-declaration by the bidder on its company s letter head Compliance (Yes/No) Documents attached (Yes/No) Page 9 of 13
CHECK-LIST FOR DOCUMENTS TPBE SUBMITTED IN THE TECHNICAL BID (To be submitted along with technical bid) S/N. Document Details Yes / No (with details) 1 Copy of PAN, VAT, Service Tax, Income Tax registration 2 Signed copy of RFP document 3 Valid Registration certificate with the valid period for Air & Water Prevention and recycling / Pre-processing of e- waste with Ministry of Environment and Forest (MOEF)/Central Pollution Control Board/ Maharashtra State Pollution Control Board/any other State Pollution Control Board for Disposal of hazardous waste management of IT & Telecom & Consumer Equipment as e-waste mgmt. 5 Service Network in North, East, West, South of India Remarks (If any) Signature: Name of Authorized Signatory: Designation: Office (Company) Seal: Page 10 of 13
COVERING LETTER FORMAT (To be submitted along with technical bid) Date: 2016 Offer Reference No.: To, The Vice President - Information Technology Stock Holding Corporation of India Limited SHCIL House, Plot No. P-51, T.T.C. Industrial Area M.I.D.C., Mahape, Navi Mumbai PIN 400 710 Sub: Disposal of Old Non-Serviceable OCE145 Printer on as is where is basis vide RFP Reference Number: IT-12/2015-16 Dated 13 th July 2016 vide your confirmation letter (communication) dated 2016 Dear Sir, With reference to above-mentioned subject we, the undersigned, offer for Disposal of Old Non- Serviceable OCE145 Printer on as is where is basis in conformity with the said RFP in accordance with the schedule of prices indicated in the commercial offer and made part of this offer. We agree and abide by the terms of the RFP that we will not assign or sub-contract the assignment or any part thereof to any other person / firm. We confirm that we have not modified the RFP format published in any manner. Further, we confirm that we have not been blacklisted by Government of India or any Government bodies, stock exchanges (like NSE and BSE), depositories (like NSDL, CDSL), regulators (like SEBI, RBI), any commercial Banks in India or Insurers. We agree to abide by this offer till 20 days from the date of opening of the commercial offer by the StockHolding and our offer shall remain binding upon us and may be accepted by StockHolding any time before the expiration of that period. We agree that until a formal contract is prepared and execute written acceptance thereof and shall constitute the StockHolding s binding contract notify between us. We understand that StockHolding is not bound to accept the lowest or any offer. StockHolding may receive without assigning any reason whatsoever. Dated this day of 2016 Signature: (In the Capacity of :) Duly authorized to sign the offer for and on behalf of Name: Contact No.: Email id: Page 11 of 13
COMPLIANCE STATEMENT (To be submitted along with technical bid) Subject: RFP for Disposal of Old Non-Serviceable Old Non-Serviceable OCE145 Printer on as is where is basis Ref: RFP IT-12/2016-17 Dated 13.07.2016 DECLARATION We understand that any deviations mentioned elsewhere in the bid will not be considered and evaluated by the Stock Holding Corporation of India Limited. We also agree that the Stock Holding Corporation of India Limited reserves its right to reject the bid, if the bid is not submitted in proper format as per subject RFP. Compliance Compliance Remarks / Deviations (Yes / No) Terms and Conditions Scope of Work (If left blank it will be construed that there is no deviation from the specifications given above) Date: Signature with seal Name: Designation: Page 12 of 13
DETAILS OF THE BIDDER (Applicable for short-listed / successful bidder) Details filled in this form must be accompanied by sufficient documentary evidence, in order to facilitate StockHolding to verify the correctness of the information. 1) Name of Company: 2) Postal Address: 3) Telephone, Mobile and Fax Numbers: 4) Name and designation of the person authorized to make commitments to StockHolding 5) Email Address: 6) Website address of the Company: 7) Year of commencement of Business: 8) Sales Tax / VAT / CST Registration Number: 9) Service Tax Registration Number: 10) Complete company name with address, contact person, Telephone No(s)., email address on which the Purchase Order should be placed if contract is awarded Place: Date: Signature of authorized official, designation and stamp Page 13 of 13