Bidding Schedule
· Pre-bid Meeting / 04-02-2012 at 3 pm
· Last date for submission of tenders / 13-02-2012 at 5:00 pm
· Date and time of opening of pre-qualification/ Technical bids / 16-02-2012 at 3:00 pm
· Date and time of opening of Financial bids / 18-02-2012 at 3:00 pm
· Place of opening of bids / Office of Principal
Government College for Women
Opposite to Kolaramma Temple
Kolar 563 101
Telephone No- 08152- 222652
· Address for communication / Principal
Government College for Women
Opposite to Kolaramma Temple
Kolar 563 101
Telephone No- 08152- 222652
Fax No: 08152- 222652
E-mail:
SECTION I.
INVITATION FOR BIDDERS
(E-procurement only)
1. Government College for Women Kolar invites tenders through e-procurement platform from eligible bidders for supply of books and Furniture, the details of which are given below. Further details are listed in Appendix 1.
Table-1: Items to be procured
PACKAGE 1: Library Books
i. / Number of Titles / 210ii. / Number of Books / 1151
PACKAGE 2: Furniture
i. / Steel/Metal Furniture items / 9ii. / Wood Furniture items / 3
Note:
Ø Government College for Women Kolar reserves the right to delete any or all of the items in the list and also to place order in part, full or change the items specified in Table-1/Appendix 1.
Ø Bidders can bid either for Package-1 or for Package-2 or for both.
2. Schedule of Supply: Within 15 days from the date of receipt of notification of award of contract.
3. Title, author, edition of Books and Specifications of Furniture, supply location and quantity are as specified in the schedule of requirements under Appendix 1 & 2 , Bidders are advised to note the qualification criteria specified in Section II to qualify for award of contract.
4. Interested Bidders may obtain additional information and Tender Document from the website http:/eproc.karnataka.gov.in
5. Bids must be submitted along with the earnest money deposit in the form and for the amount specified in the tender document, Earnest money deposit will have to be in any one of the forms specified in the Bid document and shall have to be valid for 60 days beyond the validity of the bid.
6. The provisions in the Instructions to Bidders and in the Conditions of contract are based on the provisions of the ‘Manual on Procurement of Goods, Karnataka Standard Tender Documents for Procurement of Goods and Equipment’
7. The bidder should satisfy all the terms and conditions laid down hereunder in relation to the supply of Books and Furniture.
8. About this Procurement: Introduction
Government College for Women Kolar (called “the College” from hereafter) offers various general degree courses and college activities are managed an administrative wing. The stake holders in the college are the students studying in various stages of degree courses. The Books in the library are also used by teaching faculty in the College. The Furniture are used in the Laboratories and teaching faculty of the College.
Scope of Work: The Vendor should supply Books / Furniture to the College as per the specifications mentioned in the tender at Appendix 1.
9. Brief Description of Bidding Process: The tender will be a two-part (two-cover) system. First part will have the pre-qualification details as in Section 6 (Qualification Submissions) and second part shall contain the commercial details as per Appendix 4.
10. As part of their proposal, bidders need to submit the documents relating to establishing the qualification of the Bidder in terms of the qualification criteria set out in Section 6 of this Document (“Qualification Submissions”),
11. Technical Specifications: The detailed specifications of the Books / Furniture to be supplied are as per Appendix 1.
12. Location of office to which the said products have to be delivered: The vendors have to deliver the Books / Furniture to the Government College for Women Kolar
13. Procurement Entity: The College is the procurement entity. Bill payment would be made by the College.
14. Payment Terms: The payment will be made by the College after satisfactory delivery of all the items.
15. Delivery Timelines: Vendors shall deliver the items within 15 days after the Purchase Order/Work Order is issued. For a delay of every week in supply of the items, 1% of the accepted price will be deducted for the first week of delay and will be increased by 1% for each week up to a maximum of 5%.
16. Technical Bid Format: The technical bid will have to include the following:
· Confirmation that the items quoted by vendors, meet the technical specifications given in the tender.
· The technical bids shall be submitted in the form at Appendix 3. In case the details given by the bidder in the form at Appendix 3 are incomplete /inadequate, the tender shall be summarily rejected.
17. Bid Processing Fee: Each bidder shall pay Rs. 550/- (Rs. five hundred fifty only) as bid processing fee through any of the four e-Payment options, namely:
i. Credit Card
ii. Direct Debit
iii. National Electronic Funds Transfer (NEFT)
iv. Over the Counter (OTC)-designated axis bank branches located across the country
The payments submitted through cheque or demand draft shall not be accepted. For further details regarding e-Payment, e-Procurement etc., the website- www.eproc.karnataka.gov.in may be referred.
18. Earnest Money Deposit (EMD): The bidder shall pay the earnest money deposit through any of the four e-Payment options mentioned above.
Package / Item / Earnest Money Deposit (EMD) in RsPackage 1 / Books / 10.000/-
Package 2 / Furniture / 10.000/-
19. The evaluation of the Proposals would be carried out in three stages.
· Stage 1: Evaluation of Qualification Submissions
· Stage 2: Evaluation of Technical Proposal
· Stage 3: Evaluation of Price Proposal
20. Calendar of events:
· As per Bid schedule.
· Pre-bid meeting will be held on the prescribed date with the bidders present and no written intimation to this effect will be given to individual bidders.
· The pre-qualification/technical bids will be opened on the prescribed date in the presence of the bidders present and no written intimation to this effect will be given to individual bidders.
21. Tender Document Available on Internet
· The document is available on the internet in the website http://www.eproc.karnataka.gov.in
· It may be noted that all subsequent notifications, changes and amendments on the project/document would be posted only on the following website: http://www.eproc.karnataka.gov.in
· The bidders will be required to register themselves with the centre for e governance to participate in the bidding process and also get necessary digital signature certificates. The details of the process of registration and obtaining the digital signature certificates are available on the website http://www.eproc.karnataka.gov.in. Necessary training and hands on experience in handling e-procurement system could be obtained from the centre for e-governance. Necessary details could also be obtained over telephone at 080-22485867.
· The bidder should submit a tax clearance certificate issued by the Sales Tax / Value Added Tax authority concerned till the end of the preceding financial year or up to date.
SECTION II:
Instructions to Bidders
A. General
1. Eligible Bidders
1.1. The entities eligible for participating in the qualification process shall be any one of the following categories:
a. Category 1: Book Publisher/ Furniture Manufacturer
b. Category 2: Book / Furniture Distributor
c. Category 3: Book / Furniture Reseller
The term Bidder would hereinafter apply to the above-mentioned categories.
1.2. For the purpose of this document, Company shall mean:
a. A company /Firm which is registered in India under the provisions of VAT Act 1976 /the Companies Act, 1956; AND
b. It has been in the business of publication/sale/supply of Books / Manufacturer/ Distributor/ sale/supply of Furniture for the last three years (2008-09, 2009-10 and 2010-11)
1.3. The following documents shall be submitted in the electronic mode by the Bidders along with the Qualification Submissions as proof of being a Company/firm:
· A copy of VAT Registration Certificate; and
· Satisfactory certificate from at least 2 reputed clients to whom similar nature of supplies has been rendered.
· List of 4 major customers in the past 2 years (Proof of the same to be provided in the form of purchase orders). As per Appendix 16
1.4. Any entity which has been barred by the Department of Collegiate Education, Government of Karnataka (GoK), any other State Governments in India (SG) or Government of India (GoI), or any of the agencies of GoK/SG/GoI and the bar subsists as on the Proposal Due Date, would not be eligible to submit proposal. The Bidder shall execute an undertaking to this effect as per the format enclosed in Appendix 6.
2. Number of Proposals (Multiple offers)
Each Bidder shall submit only one (1) Proposal (Price bid), in response to this tender. Any Bidder who submits more than one Proposal (Price bid) shall be disqualified.
3. Proposal Preparation Cost
The Bidder shall be responsible and shall pay for all of the costs associated with the preparation of its Proposal and its participation in the bidding process. The College will not be responsible or in any way be liable for such costs, regardless of the conduct or outcome of the bidding process.
4. Right to Accept or Reject any of the Proposals
4.1 Notwithstanding anything contained in this tender document, the College reserves the right to accept or reject any Proposal or to annul the bidding process to reject all Proposals, at any time without any liability or any obligation for such rejection or annulment, without assigning any reasons.
4.2 The College reserves the right to reject any Proposal if:
a. At any time, a material misrepresentation is made or discovered, or
b. The Bidder does not respond promptly and diligently to requests for supplemental information required for the evaluation of the proposal.
4.3 Rejection of the Proposal by the College as aforesaid would lead to the disqualification of the Bidder. If such disqualification / rejection occur after the bids have been opened and the best bidder gets disqualified / rejected, then the College reserves the right to:
a. Either invite the next best Bidder to match the Proposal submitted by the best Bidder; OR
b. Take any such measure as may be deemed fit in the sole discretion of the College, including annulment of the bidding process.
B. Documents
5. In addition to the tender document, the tender would additionally include any ADDENDUM issued in accordance with Para 7 of Section 2.
6. Amendment of TENDER: At any time prior to the Proposal Due Date, the College may, for any reason, whether at its own initiative or in response to clarifications requested by a Bidder, modify the TENDER Document by the issuance of Addenda.
Any Addendum thus issued will be hosted on the website http://www.eproc.karnataka.gov.in. The changes, if any, in this tender will be updated not beyond one day prior to the last date fixed for submitting tender.
7. Pre-bid Meeting
7.1 To clarify and discuss issues with respect to the TENDER, the College may hold Pre-bid meeting.
7.2 Prior to the Pre-bid meeting, the bidders may submit queries. Bidders must formulate their queries and forward the same to the College as per the time schedule set out in the TENDER Document (“Bidding Schedule”). The College may, in its sole discretion or based on inputs provided by Bidders that it considers acceptable, amend the TENDER.
7.3 Bidders may note that the College will not entertain any deviations to the TENDER at the time of submission of the Proposal or thereafter. The Proposal to be submitted by the Bidders would have to be unconditional and the Bidders would be deemed to have accepted the terms and conditions of the TENDER. Any conditional proposal shall be regarded as non responsive and would be liable for rejection.
7.4 The College will endeavor to hold the Pre-bid meeting as per Bidding Schedule.
7.5 Attendance of the bidders at the Pre-bid meeting is not mandatory.
7.6 All correspondence / enquiries should be submitted to the following in writing by fax/registered post / courier: and super scribed
“ATTN. OF: Purchase committee Coordinator Government College for Women”
7.7 No interpretation, revision, or other communication from College regarding this solicitation is valid unless it is in writing. The College may choose to send to all Bidders, written copies of College's responses in the electronic mode, including a description of the enquiry, but without identifying its source.
C. Preparation and Submission of Proposal
8. Language and Currency
· The Proposal and all related correspondence and documents should be in English language. Supporting documents and printed literature furnished by the Bidder with the Proposal may be in any other language provided that they are accompanied by appropriate translations of the pertinent passages in the English language. Supporting materials, which are not translated into English, may not be considered. For the purpose of interpretation and evaluation of the Proposal, the English language translation shall prevail.
The currency for the purpose of the Proposal shall be the Indian Rupee (INR)
9. Bid Security(EMD)
· Proposals would need to be accompanied by a Bid Security for an amount equal to Rs. 10,000/- ( Books/Furniture) The Bid Security shall be kept valid for at least 45 days in addition to the Proposal Validity Period and would need to be extended, if so required by the College, for any extension in Proposal Validity Period.
· The Bid Security shall be credited to the account of Centre for e governance.
a. through credit card
b. internet banking
c. National Electronic Fund Transfer
d. Remittance over the counter in the selected 10 branches of Axis Bank in Bangalore
· The supplier/contractor’s bid will be evaluated only on confirmation of receipt of the payment (EMD) in the GoK’s central pooling a/c held at Axis Bank
· EMD amount will have to be submitted by the supplier/contractor taking into account the following conditions: