Tender for Printing of Accounts Manual of APDCL ASSAM POWER DISTRIBUTION COMPANY LTD Single Stage Two Envelope Procedure Tender No: APDCL/CGM(F&A)/PRN/Accounts Manual/2014/3 Date 11.6.2014 Notice Inviting Tender for Printing of Accounts Manual of APDCL The last date for submission of bid is 23.6.2014 Bijulee Bhawan, 5 th Floor, Paltanbazar, Guwahati-781 001
Page 2 of 19 TABLE OF CONTENTS Title Page No. Notice Inviting Tender.03-05 Specification of job and Details of items. 06 Terms and Conditions...07-13 Bidder Response Form (Technical Bid)Qualifying Bid.....14-16 Bidder Response Form- Financial Bid & Price Schedule. 17 Check list (Annexure-I)...18 Format for Letter of Authorization for attending bid opening..19
Page 3 of 19 ASSAM POWER DISTRIBUTION COMPANY LTD Bijulee Bhawan,5 th Floor, Paltanbazar, Guwahati-781 001 Notice Inviting Tender Tender No. APDCL/CGM(F&A)/PRN/Accounts Manual/2014/3 date 11/6/2014 Office of Issue : Chief General Manager(F&A), Assam Power Distribution Company Ltd.(APDCL) Bijulee Bhawan, PaltanBazar, Guwahati-781001. Date of issue of bid document : From 11/6/2014 Tender Forms Available From : O/o the Chief General Manager (F&A), APDCL and APDCL s website: www.apdcl.gov.in Due date of Receipt : Up to 23/6/2014 (1.00 PM) Date of opening of the Technical bid : 23/6/2014, Time 3.00 PM. Date of opening of Price bid will be fixed at a later date. Cost of Bid Document : `100/- (Non-refundable) Earnest Money : ` 5000/- On behalf of Assam Power Distribution Company Ltd.(APDCL) sealed tenders are invited from registered Printing Press/Firm/Agencies, having office in Guwahati having their own composing, processing, printing, cutting, binding units etc. in their premises at one place in Guwahati for printing of Accounts Manual of Assam Power Distribution Company
Page 4 of 19 Ltd.(APDCL). Prices should be quoted inclusive of packing & forwarding charges up to delivery to the final destination i.e. Office of the Chief General Manager (F&A), APDCL, Bijulee Bhawan, 5 th Floor, PaltanBazar, Guwahati-781001 but exclusive of taxes. Taxes will be paid extra as applicable. Bidders shall have to deposit EMD / Bid security of ` 5000 /-( Rupees Five Thousand only) in the form Demand Draft on any scheduled bank favour of " Chief General Manager(F&A), APDCL along with the bid. Eligibility Criteria: (i) Experience of at least two years in the relevant field for printing in the Govt. Department/Govt. organizations/psus/ Corporate Sector/Other institutions etc. (ii) The total annual turnover of the bidder must be Rs. 10.00 lakhs for the years 2011-12 and 2012-13. (iii) While submitting the tender, the intending bidder shall have to furnish to APDCL, the proof of pre-qualification (experience/ turnover etc.) as specified. Intending eligible bidders may obtain a copy of the bid document from the Office of the CGM(F&A), APDCL, on payment of ` 100/- ( Rupees One Hundred only) (non-refundable) in the form of crossed Demand Draft/ Banker s Cheque from any scheduled Bank drawn in favor of Chief General Manager(F&A), APDCL with an application to the Chief General Manager(F&A), APDCL for the purpose. In case, firm has downloaded the tender documents from the APDCL s website i.e. www. apdcl.gov.in, they must ensure that requisite tender
Page 5 of 19 fee/ cost of ` 100/- is enclosed in the form of Account Payee Demand Draft/ Banker s Cheque from any scheduled Bank drawn in favor of Chief General Manager(F&A), APDCL with their tender, failing which the tender will be treated as incomplete and will be ignored. Sd/- (K. Baruah) Chief General Manager(F&A) Assam Power Distribution Company Ltd. Bijulee Bhawan, PaltanBazar, 5 th Floor, Guwahati-781001.
Page 6 of 19 SECTION-I SPECIFICATION OF JOB 1. Description : Printing of Accounts Manual of Assam Power Distribution Company Ltd.(APDCL) as detailed below: Volume No Volume Name Specification 1 2 3 4 Budgeting/Personnel Accounting/Cash & Bank/Taxation/Cost Accounting. SOP/Material Management/Capital Expenditure & Fixed Assets/Finalisation of Accounts. Purchase of Power /Funds arrangement / loan repayment and investment accounting Internal Audit 80 GSM, Ballarpur, Maplitho, Cover paper- 250 GSM Art Paper, front cover printing in Tri-colour, Perfect No. of pages per volume No. of copies to print 219 500 (369+4 )=373 500 56 100 184 500 5 Chart of Accounts (18+175)=193 500 binding. 2.. Style of binding : As per sample. Special Instructions: -. a) A very high quality of printing is required. The work done in slipshod manner will not be accepted. b) The Accounts Manual is required to be printed as provided by APDCL in soft copy (CD ) in PDF format.
Page 7 of 19 SECTION-II TERMS AND CONDITIONS A. Qualifying Criteria for participating in the tender. 1) Experience of at least two years in the relevant field for printing in the Govt. Department/Govt. organizations/psus/ Corporate Sector etc. 2) The total annual turnover of the bidder must be ` 10.00 lakh for the last two financial years i.e., 2011-12 and 2012-13. 3) While submitting the bid, the intending bidder shall have to furnish to APDCL, the proof of pre-qualification (experience/financial standing/ turnover etc.) as specified. 4) Bid must be accompanied with earnest money as specified in the NIT. 5) Bid document(s), in original, duly filled in and signed by the bidder or his authorised representative along with seal on each page. B. Settlement of Disputes In the matter of any disputes, between the parties regarding the terms and conditions, quality of the printed copies of Accounts Manual and execution thereof, the matter shall be amicably resolved through mutual consultation within 21 days. If the same could not be resolved within 21 days than the matter would be referred to an Arbitrator(s) as may be decided by APDCL for arbitration under the Arbitration & conciliation Act, 1996. The decision of the Arbitrator(s) shall be final and binding on the parties.
Page 8 of 19 C. Brief terms and conditions: a) Earnest money of ` 5000/- (Rupees Ten thousand only) through a demand draft on any scheduled bank drawn in favour of Chief General Manager(F&A), APDCL must accompany the quotation. Quotation received without earnest money will not be considered. b) EMD of all the unsuccessful bidders will be returned to them without interest whatsoever, at the earliest. c) The rates must be quoted on comprehensive basis of all items. d) TDS and other taxes as applicable will be deducted from each bill. e) Any deviation will be considered as breach of contract and will be dealt accordingly. f) For the purposes of this Contract, "Force Majeure" means an event which is beyond the reasonable control of a Party, and which makes a Party's performance of its obligations hereunder impossible or so impractical as reasonably to be considered impossible in the circumstances, and includes, but is not limited to, war, riots, civil disorder, earthquake, fire, explosion, storm, flood or other adverse weather conditions, strikes, lockouts or other industrial action (except where such strikes, lockouts or other industrial action are within the power of the Party invoking Force Majeure to prevent), confiscation or any other action by government agencies. g) Force Majeure shall not include: (a) Any event which is caused by the negligence or intentional action of a Party or such Party's employees, nor (b) Any event which a diligent Party could reasonably have been expected to both (i) take into account at the time of the conclusion of this Contract, and (ii) avoid or overcome in the carrying out of its obligations hereunder.
Page 9 of 19 h) The failure of a Party to fulfill any of its obligations hereunder shall not be considered to be a breach of, or default under, this Contract in so far as such inability arises from an event of Force Majeure, provided that the Party affected by such an event has taken all reasonable precautions, due care and reasonable alternative measures, all with the objective of carrying out the terms and conditions of this Contract. i) A Party affected by an event of Force Majeure shall take all reasonable measures to remove such Party's inability to fulfill its obligations hereunder with a minimum of delay. j) A Party affected by an event of Force Majeure shall notify the other Party of such event as soon as possible, and in any event not later than fourteen (14) days following the occurrence of such event, providing evidence of the nature and cause of such event, and shall similarly give notice of the restoration of normal conditions as soon as possible. k) The decision of the Purchaser with regard to the occurrence, continuation, period or extent of Force Majeure shall be final and binding on the Contractor. l) Any period within which a Party shall, pursuant to this Contract, complete any action or task, shall be extended for a period equal to the time during which such Party was unable to perform such action as a result of Force Majeure. m) If at any time during performance of the Contract, the Contractor should encounter conditions impeding timely completion of Services pursuant to SPECIFICATION OF JOB SECTION-I, the Contractor shall promptly notify the Purchaser in writing of the delay, its likely duration, and its cause. As soon as practicable after receipt of the Contractor 's notice, the Purchaser shall evaluate the situation and may at its discretion extend the Contractor 's time for performance, in which case the extension shall be ratified by the parties by amendment of the Contract.
Page 10 of 19 n) Except in case of Force Majeure, as provided in this document or where the delay in delivery of the Goods or completion of Services is caused due to any delay or default of the Purchaser, any extension granted under the clause (m) shall not absolve the Contractor from its liability to the pay of liquidated damages pursuant to Clause (o) hereunder. (o) Except as provided in case of Force Majeure, if the Contractor fails to deliver the work within the period specified in the Contract/ Letter of Award, APDCL may without prejudice to all its other remedies under the Contract, deduct from the Contract Price, as liquidated damages, a sum equivalent to 0.5% of the value of the work for each week or part thereof of delay until actual performance, subject to a maximum of 10% of value of the work. (p) APDCL has all right to reject/accept any/all the tender(s) without assigning any reason. (q) Applications received without complete documents/information shall not be considered. (r) No negotiation will be undertaken with any bidder. (s) The printed copies of Accounts Manual if found defective will be replaced/ redone by the supplier on free of cost basis. (t) Failure by the contractor/firm to comply with any statutory requirements and terms of agreement during the period of contract shall result in termination of the contract and subsequent disqualification for participation in any further tender in APDCL. The earnest money deposit will also be forfeited. (u) The bill shall be raised on in the name of Chief General Manager(F&A),APDCL, Bijulee Bhawan, 5 th Floor, PaltanBazar, Guwahati-781001.
Page 11 of 19 D. Delivery Schedule and timeline Total time allowed for full delivery of the printed accounts manual shall be 20 (twenty) days as schedule below: Particulars Submission of Proof copy to APDCL Proof reading by APDCL Submission of print copies in full after No. of days allowed 10 days 3 days 7 days. correction of proof copy by APDCL The timeline defined above shall be counted from Zero date. Zero Date will be the date of issue of Letter of Award (LoA) for the work. E. Tendering Process The tender is required to be submitted complete in all respects addressed to the Chief General Manager (F&A), APDCL, Bijulee Bhawan, 5 th Floor, PalatanBazar, Guwahati-781001 and to be dropped in the tender box placed in the O/o Chief General Manager (F&A), APDCL. Incomplete bid document will not be accepted. Submission of Bid :The Bidder shall submit the bid using the appropriate Submission Sheets provided in SECTION-III-BIDDER RESPONSE FORM for Technical bid and Financial Bid. These forms must be completed without any alterations to their format, and no substitutes shall be accepted. All blank spaces shall be filled in with the information requested. The Technical Bid and Financial Bid must be submitted in a separate sealed envelope with covering letters as per the Form No. F- I (with respective
Page 12 of 19 markings in bold letters). The envelope shall be marked as " Tender for Printing of Accounts Manual of Assam Power Distribution Company Ltd.(APDCL). The sealed envelopes should be placed in a sealed cover, duly signed, and dropped at office of the Chief General Manager (F&A), APDCL, 5th Floor, Bijulee Bhawan, Paltanbazar, Guwahati-1 on or before 23.6.2014 (1.00 P.M.). bids received late, on any account and for any reason whatsoever, will not be considered. The bidders are advised to mention their e-mail address and telephone number on the envelope. APDCL reserves the right to reject any or all the bids. Evaluation of Bids : Financial bids of technically acceptable offers will only be opened for further evaluation and processing for placement of contract. a) If there is a discrepancy between unit price and total price the unit price shall prevails and total price will be corrected accordingly. b) If there is a discrepancy between words and figures, the amount in words shall prevail. c) The bid which has quoted lowest rate will be accepted. Note :(i) The bidder should sign and stamp each page of this tender document as a token of having read and understood the terms and conditions contained therein and submit the same along with the bid. No photocopies of this tender document would be accepted. The bidder would fill up the information SECTION-III-BIDDER RESPONSE FORM in clear and legible terms. Wherever the prices are to be quoted this should be written in figures and words as well. The quoted prices should also include the impact of all over-heads.
Page 13 of 19 Annexure will also have to be signed and stamped by the firm through its authorized signatory. (ii) All tender should be properly sealed with sealing wax and marked. (iv) The checklist at Annexure- I must be completed and duly signed by the bidder. (sd/-) (K. Baruah) Chief General Manager(F&A) Assam Power Distribution Company Ltd. Bijulee Bhawan, PaltanBazar, 5 th Floor, Guwahati-781001. Telephone No. 0361-2739511
Page 14 of 19 SECTION-III Bidder response form(technical Bid) Form-1- Bid Submission Sheet From: <Bidder> To: CGM (F&A) Assam Power Distribution Company Ltd Sir/Madam, Printing of Accounts Manual of Assam Power Distribution Company Ltd.(APDCL), reference number I/We, the undersigned, offer to provide the services for the above in accordance with your Request for Proposal dated [Date]. We are hereby submitting our Proposal which includes this technical proposal, and a financial proposal sealed under a separate envelope. I/We hereby accept and abide by the scope & terms and conditions of bid document unconditionally. We understand you are not bound to accept any Proposal you receive. Yours faithfully, Signature : Seal Full Name : Address :
Page 15 of 19 SECTION-III BIDDER RESPONSE FORM Form-2-Technical Bid Qualifying Bid Document 1. (a)name of the firm: (b) Name of the Proprietor in case of proprietary firm 2. Address (with Tele No. & E- mail) 3. Contact person 4. The number of years of experience for Printing work in Govt. Department/Govt. organizations / PSUs / Corporate Sector/Other institutions etc. 5. Annual Turnover for the year 2011-12 & 2012-13 (With proof). 6. Address of work place : 7. Name of the Banker: 8. Details of EMD:
Page 16 of 19 9. The following particulars may be enclosed: Regarding proof ofa) Experience b) Financial standing: turnover c) PAN No. Declaration:- I/ We hereby certify that the information furnished above is full and correct to the best of my/ our knowledge.. (Signature with seal of authorized signatory)
Page 17 of 19 SECTION III BIDDER RESPONSE FORM Form-3-Financial Bid Name of the Company/Firm : Address : Contact Tel. No. : Price Schedule Volume No 1 2 3 Volume Name Budgeting/Personnel Accounting/Cash & Bank/Taxation/Cost Accounting. SOP/Material Management/Capital Expenditure & Fixed Assets/Finalisation of Accounts. Purchase of Power /Funds arrangement / loan repayment and investment accounting Specification 80 GSM, Ballarpur, Maplitho, Cover paper- 250 GSM Art Paper, front cover printing in Tri-colour, No. of pages per volume No. of copies to print 219 500 (369+4)=373 500 56 100 4 Perfect Internal Audit binding. 184 500 5 Chart of Accounts (18+175)=193 500 Total Contract price((`)) Total Contract price in words. Taxes: Taxes will be paid extra as applicable. Rate(`) Amount (`)
Page 18 of 19 Annexure-I CHECK LIST AND THE ORDER IN WHICH THE DOCUMENTS ARE TO BE SUBMITTED FOR THE TENDER. Sl No. Documents Page No. 1 2 3 4 EMD Proof of Turn over Address proof of having the office in Guwahati Proof of experience 5 Proof of PAN Bidders to ensure :: A. That all pages have been signed and stamped by the authorized persons. B. That all pages have been numbered. C. That all pages are legible (clearly readable)
Page 19 of 19 Annexure II Tender No.. LETTER OF AUTHORISATION FOR ATTENDING BID OPENING Subject: Authorization for attending bid opening on ----------(date) in the tender of ----------- ----------------- Following persons are hereby authorised to attend the bid opening for the tender mentioned above on behalf of ---------------------(Bidder) in order of preference given below. Order of Preference Name Specimen signature I II Alternate Representative Signatures of bidder Or Officer authorised to sign the bid documents on behalf of the bidder. Note: 1. Maximum of two representatives will be permitted to attend bid opening. In case where it is restricted to one, first preference will be allowed. Alternate representative will be permitted when regular representative are not able to attend. 2. Permission for entry to the hall where bids are opened may be refused in case authorization as prescribed above is not recovered.