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Government of Manipur
Consumer Affairs, Food & Public Distribution Department
Manipur Secretariat, New Block
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TENDER DOCUMENT
TENDER FOR PROCUREMENT OF ISS GRADE S-30/31 SUGAR FOR SUPPLY THROUGH PDS NETWORK
Government of Manipur
Directorate of Consumer Affairs, Food & Public Distribution Department
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Dated, Imphal, the 20th Nov, 2013.
NOTICE INTIVING TENDER FOR PROCUREMENT OF ISS GRADE S-30/31 SUGAR FOR SUPPLY THROUGH PDS NETWORK
The undersigned for and on behalf of the Governor of Manipur invites tender in sealed cover from reputed sugar manufacturers/Private/Co-operative Sugar Mills/Bulk suppliers/Traders for supply of S-30/31, ISS grade sugar out of 2012-13 seasons’ production for a quantity of 10878 MT to State food godowns of Manipur, to be supplied for a period of six months.
1 / Name and address of the tenderer2 / Registration No. of the firm
3. / Cost of tender documents / Rs. 5,000/- by D.D. in favour of “The Director, CAF&PD, Govt. of Manipur” payable at Imphal.
4. / No. & date of Demand Draft for cost
of tender documents.
5 / Date of floating of the Tender / 20.11.2013
6. / Venue, Date and time of Pre-Bid meeting / O/o the Commissioner, CAF&PD,Govt. of Manipur, Secretariate ,North Block , Imphal on 02.12.2013 at 11.00 am.
7. / Last date and time of reciept of tender. / 06.12.2013 up to 3:00 pm.
8 / Date and time of opening of technical bids / 09.12.2013 at 11:00 am.
9. / Date and time of opening of Financial Bid (Price bids) / 09.12.2013 at 3:00 pm.
10. / Tender forms available at / www.manipur.gov.in.
11. / Place of receiving / opening of tender / Additional Secretary (CAF&PD), Govt. of Manipur (both receiving & opening of tender).
Note:
1. If the specified date for opening of tender bids declared as Government holiday, in that case, tender bids would be opened on the next working day. However, specified time will remain same.
2. This tender document is not transferrable and should be filled up and issued in duplicate, duplicate copy of the documents may be retained by the tenderer himself. Tender shall have to be submitted only by the original copy duly sealed and signed by the tenderer on each page.
3. Tender document can be downloaded from www.manipur.gov.in.. Cost of the tender documents Rs. 5,000/- should be deposited along with technical bid documents in the form of Demand Draft from any schedule Bank issued in favour of “The Director, CAFPD, Govt. of Manipur”. Payable at “Imphal”. Technical bid without attaching Demand Draft in original would be summarily rejected.
4. This document contains total 26 pages marked as pages 01 to 26.
Sd/-
Additional Secretary
Govt. of Manipur.
Consumer Affairs, Food & Public Distribution Department.
(Issuing Authority.
Seal and signature)
PREFACE
1. Tender in sealed cover is hereby invited on behalf of Governor of Manipur from reputed sugar manufacturers/Private/Co-operative Sugar Mills/Bulk suppliers/Traders for supply of S-30/31, ISS grade sugar out of 2012-13 seasons’ production for a quantity of 10878 MT to State food godowns of Manipur, to be supplied during the period of six months.
2. Annexure attached with this tender documents contained relevant information relating to tender, terms and conditions, location of the food godowns where to supply with specified quantity etc. Interested tenderer(s) are requested to carefully go through the annexure and quote their rate offers in the prescribed format of Annexure- A.
3. Tenderer(s) are also requested to sign and put the seal in the specified place in every page of the tender documents. Tender documents would be received and opened only at the office of Additional Secretary, Consumer Affairs, Food & Public Distribution, Government of Manipur, Room No. 196,South Block, Secretariat, Imphal-795001,” up to the date and time as specified in the NIT/tender documents.
4. Submission of tender documents/bids through fax or unsealed cover would not be entertained at all.
5. Tenders shall be addressed to the “Additional Secretary, Consumer Affairs, Food & Public Distribution, Government of Manipur” and will be received at the office of Additional Secretary, Consumer Affairs, Food & Public Distribution, Government of Manipur, Room No. 196,South Block, Secretariat, Imphal-795001, The tenderer(s) or their authorized representatives may remain present during opening of the tenders.
6. Including this preface, NIT, instructions, terms and conditions and annexure attached would be treated as integral part of the tender for supply of S-30/31 ISS grade sugar and tenderer(s) are liable to abide by all terms and conditions as laid down in the NIT.
Disclaimers
1. Authority shall have the right to postpone or reject the submitted rate offers in case of non-receipt of desired rate offers. However, in case of urgency in the interest of PDS supply, authority shall have the right for sequential negotiation with all the tenderer(s) found eligible in technical bid.
2. Documents as sought in the NIT must be attached in the offer. Tender(s) without submitting required documents/partial submission of required documents would be summarily rejected without assigning any reason thereof.
3. Tenderer(s) shall have to submit detailed information regarding the firm owned/represented by him along with photograph of the tenderer. Information mentioned in this document shall have to match with the information mentioned in the NIT document.
According to above, it is requested that interested tenderer(s) may carefully go though the NIT documents, its annexure(s) and offer their best possible rates which would be reasonable in terms of supply of S-30/31 ISS grade sugar for Public Distribution System and their prospect as well.
Sd/-
Additional Secretary,
Consumer Affairs, Food & Public Distribution Department
Govt. of Manipur.
(Issuing Authority.
Seal and signature)
PROCEDURE FOR PURCHASE OF S-30/31 ISS grade Sugar
1. Eligibility for participating the tender:-
i. Tender invited from reputed sugar manufacturers, Private/Co-operative Sugar Mills/Bulk suppliers/Traders.
ii. The tenderer shall have annual turnover of minimum Rs. 10 Crores aggregated in last 03 financial years in the manufacturing /trading /marketing of sugar/agricultural products/agricultural commodities/ PDS commodities/essential commodities etc. As a proof of the experience, tenderers shall furnish audited Balance Sheet and Profit & Loss Account along with Auditor’s Report. In addition, experience certificate/copies of work order /supply order issued by any Government(s)/Government procurement agency in this regard may be enclosed with the technical bid, if involved in transaction with Central/State Govt. In addition to this, the detail brochure about the business of the firm, status & position of the manufacturing/trading unit for the above period may also be attached with the technical bid.
iii. The tenderer shall be an Income Tax Assessee. In support of this, attested copy of Permanent Account Number and latest Income Tax return are required to be submitted.
iv. The tenderer should not have been black listed or debarred for any default connected with handling of Essential Commodities / sugar from any Govt. Deptt./Organization. An affidavit as per Annexure -C duly authenticated by the Notary Public is required to be submitted in support thereof.
v. Any sister concern(s) of the tenderer applying against the same tender, would lead to disqualification of tenderer. Sister concern means a company, Society, partnership firm or proprietorship having one or more common person as Director/ partner/ member/owner.
vi. Unregistered partnership firm shall not be eligible.
vii. The tenderer should submit copy of registered partnership deed in case of partnership firm, registration certificate in case of firm/ limited company/ Cooperative Society.
viii. The tenderer should submit copy of registration certificate with Excise Deptt, copy of trade license/ import license or any other such eligible document issued by competent authority.
ix. The tenderer should submit copy of registration certificate for quality certification by Agmark.
2. Sealed tender:
Sealed tender shall have to be submitted in two parts:
2.1 Technical bid
To qualify technically, the following documents (attested true copy) shall have to be mandatorily enclosed with the technical bid, falling which; the Bid submitted by the tenderer will summarily be rejected.
i. Demand Draft of Rs. 5,000/- (Rs. Five thousand) towards cost of Tender Form.
ii. EMD of Rs.10,00,000/- (Rupees ten lakh) only in the shape of Fixed Deposit Receipt in the name of “The Director, Consumer Affairs, Food & Public Distribution, Govt. of Manipur”.
iii. Registration of the Firm (Trade License) in case of Proprietorship or Partnership Firm / (Certificate of Incorporation) in case of Private Limited Company / Society.
iv. Copy of Sales Tax / VAT registration certificate.
v. Copy of FSSAI License.
vi. Three samples half a kg (1/2 kg sugar each in sealed pet bottle).
vii. Copy of the Registration Certificate with Excise Department.
viii. Copy of the import license issued by the Competent Authority.
ix. Registration Certificate for quality certification by AGMARK.
x. Nationality Proof in shape of Passport / Voter ID Card / Driving License/PAN Card.
xi. Professional Tax clearance certificate for last 3 years.
xii. Copy of PAN card of firm & all the Partners / Directors / Members.
xiii. Copy of Income Tax return for last 3 financial years.
xiv. Copies of Audited Balance sheet for last 3 financial years, with minimum turnover of Rs. 10.00 Crore (on average).
xv. Declaration / Undertaking (as per annexure – B).
xvi. Affidavit (as per annexure – C).
xvii. Power of Attorney in Original, in case of tender documents signed by the authorized signatory.
The above mentioned documents (Sl. No. i to xvii) shall have to be submitted in a sealed envelope and clearly marked as “TECHNICAL BID” for supply of S-30/31 ISS grade sugar.
During technical evaluation, original certificates in respect of sl. i. to xvii. may be required to produce before the Director, Consumer Affairs, Food & Public Distribution Department, Govt. of Manipur on demand for examination during opening of tender document.
2.2 Financial bid.
i. Financial bid would only be opened if the tenderer qualifies in the technical bid.
ii. Tenderer(s) should carefully go through the Annexure-A where State Transit Food Godown-wise tentative quantity including name of Godowns (as mentioned at Clause 6 of this NIT) are given, for calculating their rate offer, keeping in mind the possible transportation expenditure through rail/road and other incidental charges. Rates quoted shall have to be clearly visible. Over writing in the tender form should be avoided, however, over writing, if any, should be duly signed and sealed by the tenderer.
iii. Rate offered by the tenderer(s) should be prepared in Annexure-A and to be sealed in a separate envelop clearly marked as “FINANCIAL BID”. Financial bid and technical bid envelops shall have to be entered in a cover envelop duly marked as tender for supply of S-30/31 ISS grade Sugar and after proper sealing to be submitted in the tender box within the specified date and time and location specified in the NIT.
iv. Evaluation of Financial Bid: Technical Bid submitted by the tenderers, those who have qualified in the Technical Bid would be evaluated in the following manner:
Rate per MT, quoted for each location would be multiplied by mentioned tentative quantity against each location and aggregated in a total amount. Total quoted amount for location (single location at Koirengei/Sangaiprou) would be summed up again and considered as the aggregate tender value.
Thereafter, aggregate tender value would be divided by the combined total quantity of single location. Rate arisen out of that would be considered as the average rate offer by the respective bidder. Bidder who offered lowest average rate will be declared by the CAF&PD Department as the L1 rate.
3. Earnest Money:
i. Earnest Money Deposit (EMD) of Rs. 10,00,000/- (Rs. Ten lakh) shall have to be deposited in the technical bid, issued in favour of “The Director, Consumer Affairs Food & Public Distribution, Govt. of Manipur” in the shape of Fixed Deposit Receipt from any schedule Bank.
ii. EMD must be submitted in original shape, any lamination/fabrication will not be entertained.
iii. No tender shall be considered as valid if any tenderer fails to furnish the earnest money along with the tender.
iv. The earnest money of the successful tenderer may be adjusted in Performance Guarantee Amount.
v. If the successful tenderer fails to comply with the direction given for deposit of amount as Performance Guarantee (15% of whole work value) and to execute the deed of agreement within the prescribed time limit of the CAFPD Department, submitted EMD amount will be forfeited.
vi. No tenderer shall be allowed to surrender his/her rate offer before finalization of the tender. In case any tenderer surrender his/her rate offer before finalization of the tender, EMD amount will be forfeited by the CAF&PD Department and may blacklist the firm as per Govt. procedure.
vii. On finalization of the Tender, EMD submitted by other tenderers would be released.
4. Performance Guarantee:
i. The successful tenderer shall also have to furnish a “Performance Guarantee” @ 15% of the whole work value by means of Fixed Deposit Receipt in favour of “The Director, Consumer Affairs, Food & Public Distribution, Govt. of Manipur,” from any schedule Bank.
ii. Performance Guarantee Fixed Deposit Receipts must be submitted in original shape, any lamination/fabrication will not be entertained.
iii. Performance Guarantee deposited by the successful tenderer would be released by the Department only after successful completion of respective supply orders, on receipt of written request from the successful tenderer.
5. Reimbursement of Enhanced Railway Freight & other Central/State Govt. taxes :
i. If there is any increase in railway freight/vehicle charges occurred during the contract period, the difference money will be reimbursed by the Department to the supplier and this will be applicable for the successful tenderer who book the Sugar Rake from dispatch point (Sugar Mill) to Imphal and shall have to be supported by the official authenticated documents of concerned railway authority or any other such authority.
ii. Any increase in railway freight, rake-to-rake claims shall have to be submitted to the Director, Consumer Affairs, Food & Public Distribution Department, Govt. of Manipur within 15 days from the date of completion of supply. No claim after the stipulated time will be entertained.