standard bidding document (sbd) tender document for … document.885eff35-df0d-4450-8a1…price of...
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INDIA GOVERNMENT MINT
(A Unit of Security Printing & Minting Corporation of India Limited) (Wholly owned by Government of India)
(A Mini Ratna Category – I CPSE) D-2, SECTOR-1, NOIDA-201301 (U.P.)
Phone: 0120-4783117 Fax No.0120-2537609 e-mail: [email protected] Website : http://igmnoida.spmcil.com
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Standard Bidding Document (SBD) (Procurement of Goods and Services)
TENDER DOCUMENT FOR HIRING OF SWEEPING /
CLEANING SERVICES FOR A PERIOD OF ONE YEAR
Tender No NM/220/II/307-Vol-V/2016-PUR, dated 18.10.2016
This Tender Document Contains 37 Pages.
Details of Contact person in India Government Mint, Noida regarding this tender:
Raj kumar
Officer (material) & I/C CPSO
For General Manager India Government Mint, D-2, Sector -1, NOIDA - 201 301 UP Email: [email protected]
Part C: Standard Bidding Document (SBD)
Contents Section I: Notice Inviting Tender (NIT) ....................................................................................... Section II: General Instructions to Tenderers (GIT) ..................................................................
Part I: General Instructions Applicable to all Types of Tenders ..........................................
Part II: Additional General Instructions Applicable to Specific Types of Tenders: ............ Section III: Special Instructions to Tenderers (SIT) .................................................................. Section IV: General Conditions of Contract (GCC) ................................................................... Section V: Special Conditions of Contract (SCC) ..................................................................... Section VI: List of Requirements ............................................................................................... Section VII: Technical Specifications ........................................................................................ Section VIII: Quality Control Requirements .............................................................................. Section IX: Qualification/ Eligibility Criteria .............................................................................. Section X: Tender Form .............................................................................................................. Section XI: Price Schedule ......................................................................................................... Section XII: Questionnaire .......................................................................................................... Section XIII: Bank Guarantee Form for EMD ............................................................................. Section XIV: Manufacturer’s Authorization Form ..................................................................... Section XV: Bank Guarantee Form for Performance Security ................................................. Section XVI: Contract Form ........................................................................................................ Section XVII: Letter of Authority for attending a Bid Opening ................................................. SECTION XVIII: Proforma of Bills for Payments .......................................................................
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SECTION -1 NOTICE INVITING TENDER (NIT)
INDIA GOVERNMENT MINT
(A Unit of Security Printing & Minting Corporation of India Limited) (Wholly owned by Government of India)
(A Mini Ratna Category – I CPSE) D-2, SECTOR-1, NOIDA-201301 (U.P.)
Phone: 0120-4783117 Fax No.0120-2537609 E-mail: [email protected] Website http://[email protected] -------------------------------------------------------------------------------------------------------------------------------
No. NM/220/II/307-Vol-V/2016-PUR Date 18.10.2016
Sealed tenders are invited from eligible and qualified tenderers for supply of following goods & services:
Sl. No. Brief Description of Goods/ services Quantity (with unit)
Earnest Money
1 HIRING OF SWEEPING/ CLEANING SERVICES FOR A
PERIOD OF ONE YEAR AS PER SCOPE OF WORK
Unskilled persons - 15
Rs. 44,000/- (forty four thousand Rupees only)
Type Of Tender (Two Bid/ PQB/ EOI/ RC/ Development/ Indigenization/ Disposal of Scrap/ Security Item etc.)
TWO bid open tender i.e. Single stage TWO packet.
Dates of sale of tender documents: From 18.10.2016 during office hours
Price of the Tender Document Rs. 500/- (Rupees Five Hundred only)
Place of sale of tender documents India Government Mint, Noida
Closing date and time for receipt of Tenders 17.11.2016 up to 3:00 P.M.
Place of receipt of tenders India Government Mint, Noida
Time and date of opening of Tenders 1) 17.11.2016 at 03:30 P.M. for Techno-Commercial
Bid. 2) For Price Bid: - will be intimated later on only to those whose Techno-Commercial Bid is accepted.
Place of opening of tenders India Government Mint, Noida
Nominated Person/ Designation to Receive Bulky Tenders (Clause 21.1 of GIT)
Shri Raj Kumar, Officer (material) & I/C CPSO
2. Interested tenderers may obtain further information about this requirement from the above office selling
the documents. They may also visit our website mentioned above for further details.
3. Tender documents may be purchased on payment of non-refundable fee of 500/-.(Rupees Five
Hundred Only) per set in the form of account payee demand draft/ cashier’s cheque/ certified cheque,
4
drawn on a scheduled commercial bank in India, in favour of General Manager, India Government Mint,
Noida payable at Noida.
4. EMD in the form of account payee Demand Draft/Bankers Cheque/ Pay order from scheduled commercial
bank only in favour of “The General Manager, India Government Mint, Noida” is to be furnished along-
with PQB failing which tender will not be considered. The tenderers who are currently registered and also
will continue to remain registered during the tender validity period with DGS&D or with NSIC, New Delhi,
are exempted for payment of earnest money. In case the tenderer falls in these categories, it should
furnish certificate copy of its valid registration details (with DGS and D or NSIC, as the case may be).
However, the Security Deposit / Performance Deposit will be applicable.
5. If requested, the tender documents will be mailed by registered post/ speed post to the tenderers for
which extra expenditure per set will be 50/-. The tenderer is to add the applicable postage cost in the
non-refundable fee mentioned in Para 3 above.
6. Tenderer may also download the tender documents from the web site http://[email protected]
and www.spmcil.com and submit its tender by utilizing the downloaded document, along with the
required non-refundable fee as mentioned in Para 3 above.
7. Tenderers shall ensure that their tenders, duly sealed and signed, complete in all respects as per
instructions contained in the Tender Documents, are dropped in the tender box located at the address
given below on or before the closing date and time indicated in the Para 1 above, failing which the
tenders will be treated as late and rejected.
8. In the event of any of the above mentioned dates being declared as a holiday/ closed day for the
purchase organisation, the tenders will be sold/ received/ opened on the next working day at the
appointed time.
9. Clarification of Tender Documents: A tenderer requiring any clarification or elucidation on any issue of the
tender documents may take up the same with India Government Mint, Mumbai in writing or by fax/e-
mail/telex. India Government Mint, Mumbai will respond in writing to such request provided the same is
received by India Government Mint, Mumbai not later than Ten days (unless otherwise specified in the
Special Instructions to Tenderers) prior to the prescribed date of submission of tender.
10. The tenderer shall disclose in writing all relevant facts as to ownership of the agency and constitution of
the business. If it is propriety concern, the name of the proprietor, if it is a firm, the names of all the
partners and attested copy of the partnership deed and if it is a company, the names of all the directors,
shall be disclosed. Further, if the said proprietor/ any of the partners/ any of the directors has/have
substantial interest in any other agency, the said fact and the nature of the said interest shall also be
disclosed. If the concerned agency has any associated concern/ subsidiary/principal/holding company/
holding firm, the same shall be disclosed with full particulars.
11. Bidder or his duly authorized representative (with authorization letter) can attend the tender opening if
they wish to do so.
12. The tender documents are not transferable.
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13. Note: Section No. VIII, X, XIII, XIV, and XVIII are not applicable; other sections are available on our
Website.
14. Note: Section No. VIII,X,XIII,XIV, and XVIII are not applicable, Other sections are available on our Website
15. No Conditional Tender shall be accepted.
Chief Purchase and Store Officer For General Manager
India Government Mint, D-2, Sector -1,
NOIDA - 201 301 UP
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Section II: General Instructions to Tenderer (GIT)
Part I: General Instructions Applicable to all Types of Tenders
Part II: Additional General instructions applicable to specific type of
tenderers
Refer to our website “http://www.spmcil.com/spmcil/uploaddocument/git.pdf” for further details
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Section III: Special Instructions to Tenderers (SIT)
The following Special Instructions to Tenderers will apply for this purchase. These special
instructions will modify/ substitute/ supplement the corresponding General Instructions to Tenderers (GIT)
incorporated in Section II. The corresponding GIT clause numbers have also been indicated in the text
below:
In case of any conflict between the provision in the GIT and that in the SIT, the provision
contained in the SIT shall prevail.
Sl.
No
GIT
Clause
No.
Topic SIT Provision
1 11.2 Tender Currency Bidders must quote in Indian Rupees only. Suppliers have to
quote within two decimal place. Quotation with price quoted
beyond two decimal place will be ignored.
2 14 PVC Clause & Formula The periodic minimum Wage/VDA increase, as and when
notified by the central /State Government (whichever is
higher) will be applicable in the contract and accordingly the
monthly bill of the contractor will get amended;
3 18 Earnest Money Deposit (EMD)
As mentioned in NIT in favour of the “General Manager, India
Government Mint, Noida” valid up to 60 days beyond the
validity period of the tender.
4 19 Tender Validity Tenders shall remain valid for acceptance for a period of 120
days from the date of opening of Technical Bid.
5 20.4 Number of Copies of Tenders to be submitted
A Tenderer shall submit two copies of its tender marking them as ‘Original’ and ‘Duplicate’.
6 20.8 Signing and Sealing of Tender
Tender will consist of TWO bid system (Techno - Commercial
bid & Financial bid)
Techno commercial Bid and Price Bid are to be submitted in
Two separate double sealed envelopes on or before the due
date of submission of tender. It may noted that the price is not
to be quoted in Techno- commercial Bid. It shall only be quoted
in Price Bid. Non- adherence to this shall make tender liable for
rejection. Tenders shall be submitted in parts as below
Part-I : Techno – Commercial Bid
Containing documents confirming the experience, past
performance, capacity/ capability related data, financial
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standing data, declaration etc. as specified under Section IX in
this tender document.
2. EMD
3. Tender document fee.
4. Section – X duly filled
5. The tenderer shall submit detailed technical offer as per
technical specifications given in Section VII and list of
requirement given in Section VI of this tender document.
The tenderer has to submit acceptance of all section of the
tender document (GIT, SIT, GCC & SCC), quality control
requirement, tender form, questionnaire etc.
Part – II: Price Bid
The tenderer shall quote price strictly as per the Performa given
in Section XI of this tender document.
Tenderer shall sign all the pages of the tender document as
token of the acceptance of all the tender conditions.
A third sealed cover shall contain all the two packets of Techno
Commercial bid & Financial bid and this sealed cover shall be
superscribed with tender number / numbers and due date.
Late tender shall not be accepted and Tenders submitted
without EMD are liable to be rejected. Tenderers shall submit
their offers only on prescribed form.
7 51.2 Techno – Commercial
Bid
This is a two bid tender. Initially the first packet containing
Techno – Commercial Bid would be opened and evaluation
would be done as per Qualification Criteria mentioned in
Section IX. Thereafter price bids of only qualifying bidders will
be opened.
8 Performance Security Performance Security @ 10% of the total value of the contract
as in the form of D.D./F.D/Bank Guarantee from Scheduled
Commercial Bank only will have to be paid by the successful
bidder within 21 days of issue of L.O.I. order. The Bank
Guarantee should remain valid for a period of 60 days beyond
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the date of completion of all contractual obligations of the
contractor, including warranty obligations. Performance
Security will be refunded to the contractor without any
interest, whatsoever, after it duly performs and completes the
contract in all respect but not later than 60 days of completion
of all such obligations under the contract. In the event of non
payment of S.D. by the successful bidder, amount of E.M.D.
will be forfeited.
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Section IV: General Conditions of Contract (GCC)
Part I: General Conditions of Contract applicable to all types of Tenders
Refer to our website “http://www.spmcil.com/spmcil/uploaddocument/GCC.pdf” for further details
11
Section V: Special Conditions of Contract (SCC)
The following Special Conditions of Contract (SCC) will apply for this purchase. The corresponding clauses of General Conditions of Contract (GCC) relating to the SCC stipulations have also been incorporated below. These Special Conditions will modify/ substitute/ supplement the corresponding (GCC) clauses.
Whenever there is any conflict between the provision in the GCC and that in the SCC, the provision contained in the SCC shall prevail.
S.
No
GCC
Clause No.
Topic SCC Provision
8 20.1 Price Adjustment
Clause
NOT APPLICABLE.
1 19.3 Option Clause India Government Mint, Noida reserves the right to increase the
contract period up to 3 months at any time, till the date of completion
of the contract.
2 21.2 Taxes and Duties If the tenderer fails to include taxes & duties in the tender, no claim
thereof will be considered by the purchaser afterwards.
10 22, 22.1,
22.2, 22.4,
22.3, 22.6
Terms and Mode
of payments
As per List of Requirement's Terms & Conditions
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Section VI: List of Requirements Schedule
No.
Brief description of goods and services
(Related specifications etc. are in Section-VII)
Accounting
unit
Quantity
Amount of
Earnest
Money
1. Hiring of sweeping/ cleaning services for a period of one year.
EA Unskilled-15
Rs. 44000/- (Forty four thousand Rupees only)
1. In case any typing error/other clerical errors is noticed by the bidder, in the tender documents, the same must be pointed out and got clarified before submission of offer, or else, IGMN’s interpretation shall prevail & shall be binding on the bidder.
2. Validity of rates : Once the contract is entered, the agreed Agency Service Charge (absolute amount) as quoted in Sec XI shall remain firm for the entire contract duration & will not vary on any account what so ever be the reason. However the contract value of the job contract will vary depending on the following: - a) Any changes in the monthly consolidated wages fixed by IGM Noida; b) The periodic minimum Wage/VDA increase, as and when notified by the central /State Government (whichever is higher) will be applicable in the contract and accordingly the monthly bill of the contractor will get amended; c) Any changes in PF / ESI contribution of employer’s portion due to changes in Labour Law. d) Payment to the contractor will be subject to TDS as per rules in force from time to time e) Any changes in the quantum of Service Tax, if applicable, due to statutory variation, the same shall be admissible during the tenure of the Contract. The said service charge shall be quoted keeping in the mind that the statutory compliance of all labour laws / regulations must be comply by the contractor / agency. Tenderer must note that any false information/data or any suppression of acts will disqualify them even at a later stage also. The contractor will deploy trained and efficient workforce for the above job contract. In this connection, the contractor has to maintain a register for their record etc. and made available to IGMN / Statutory authority as & when needed.
3. The Contractor shall confirm that he shall abide by and is willing to execute the work assignments on Job Contract basis strictly in accordance with the terms and conditions of this Agreement and the Company in turn also agrees to engage the Contractor accordingly with effect from the date of award.
4. Penalty will be levied by IGMN as per relevant clauses of the tender on account of delay, violation of contract conditions and non-performance of the Contractor. The successful tenderer will be
responsible for the quality of the job and will immediately rectify the deficiency pointed out in the job performed.
5. The Contractor shall ensure proper conduct and behavior of the workforce engaged by him in the work premises of the Company and shall remove with immediate effect, the engagement of such person(s) who does/do not conduct himself / themselves properly or misbehave(s) with the regular employees / personnel of the Company in any place.
6. Continuation of the contract shall be based on the performance of the contractor. The following parameters shall inter-alia be considered while evaluating the performance Timely rendering of services, Quality of works/services, Compliance with statutory requirements, Safety consciousness, Maintenance of staff in proper uniform.
7. Nodal officer for payment related compliance will be Sh. Surender kumar. AM (F& A) or any other officer nominated by competent authority.
8. Payment authority will be GM, IGM Noida. 9. The Contractor shall perform the work assignments to the best satisfaction of the Company. In
case of continued unsatisfactory performance over a period of time by the Contractor or If the contractor repeatedly violates the terms and conditions of the contract or fails to supply required number of manpower, the Company shall intimate the same in writing to the Contractor; however, if the performance of the contractor does not improve even thereafter, then, the Company shall have the right to terminate the contract at the Contractor’s risk and cost, by giving 15 days’ notice. In addition, the Company shall also have the right to forfeit in full, the Security Deposit deposited by the Contractor.
10. In case the contractor/ Agency leaves the job before completion of the period of contract, I.G. Mint Noida shall be entitled to forfeit the security money deposited by the contractor/agency for the execution of this contract. The same shall be over and above the liquidated damages suffered on such account by I.G. Mint Noida. If any.
11. IGMN will have no liability whatsoever concerning the workforce deployed by the contractor for the purpose. The contractor shall keep the Company indemnified against all losses or damages or liability arising out of or imposed in the course of employment of workforce by the contractor.
12. The contractor will be solely responsible for any unlawful act of their workforce while on duty. In case of theft or any loss of Company’s property take place due to the negligence or carelessness of workforce, the contractor will be responsible and shall make good of the same and failure on the part of the contractor/agency part to do so within a period of 30days, the loss shall be made by good by the encashment of bank guarantees, and if the amount of loss or damage exceed the amount of bank guarantee then remaining amount shall be recovered form amount standing due and payable to the contractor / agency.
13. Any controversy of dispute arising out of this contract shall be referred to the sole arbitrator for adjudication of dispute to be appointed by I.G. Mint Noida and/or any other officer authorized by I G Mint Noida on an application made to it within 30days of the arising of the dispute. To entertain ability of an application made after the period of thirty days shall be at the discretion of I G Mint Noida and / or any other officer authorized by I G Mint Noida The arbitration and conciliation act, 1996 shall apply and the venue of the arbitration shall ne New Delhi. The cost of arbitration shall be shared equally by both the parties.
14. Manpower supplier shall be responsible to ensure high integrity of the manpower supplied by it. Any personnel supplied by the agency, caught making theft shall be handed over to the local police as per law in addition to actions liable as contained in the terms and condition of the tender/contract. Manpower supplier should ensure that all administrative & security rules of the I G Mint Noida, must adhere by the personal supplied by the agency.
15. The terms and conditions contained herein shall form part of and shall take as if they were included in the contract agreement to be entered in to between I G Mint Noida with contractors.
16. The manpower supplier firm shall in no case pay its employees less than the minimum mandatory rates per month in accordance with the Minimum Wages fixed by Central/ state Govt.; whichever is higher and a record of that should be kept in a register, which may be made available for examination as and when demanded
17. In case of increase in minimum wages of central/state Govt. (whichever is higher) , subsequent to opening of the tender, then the increase amount of the wages including the corresponding PF / ESI share shall be revised in the contract by I.G. Mint Noida.
18. In case of any dispute, the decision taken by IGMN Management will be final and binding on the successful contractor. The workforce deployed by the contractor will have no right or claim for the permanent absorption in IGMN.
19. The Contractor shall duly comply with all acts, laws, or other statutory rules, regulations, bye-laws imposed by govt. or any other concerned authorizes with regard to the performance of the work assignments included herein or concerning this Agreement but not limited to Minimum Wages Act- 1948, Contract Labour (Regulation & Abolition) Act, 1970 & 1971, Industrial Dispute Act, 1947, Workmen's Compensation Act 1923, Employees' State Insurance Act 1948 (to the extent as may be applicable, if any), Employees' Provident Fund and Misc. Provisions Act, 1952 and the amendments made thereafter to these Acts/ Laws and from time to time take such steps as may be deemed necessary in this regard. The Contractor shall keep the Company Indemnified against all penalties, claims and liabilities of every kind under or for any violation of such acts, laws or regulations etc. by him or his employees.
20. In case, while on duty and during the course of engagement in work premises of the Company under this Agreement, if any of the Contractor's workforce meet (s) with any injury / indisposition due to accident or other natural calamities, the Contractor shall ensure:-
a) that immediate and adequate medical aid viz., first -aid and subsequent treatment facilities are
provided to the person(s) concerned free of cost without fail.
b) The workmen shall be insured against such accidents
c) In addition, the Contractor shall also be liable for meeting with statutory liabilities like ESI etc.
d) The insurance cover shall include the liability under the workmen’s Compensation Act. and the
company will not be liable to pay any compensation
21. The Contractor shall be fully responsible for the timely payment of wages, provident fund, or any other benefits payable under the aforesaid Acts, Laws and regulations to the workforce engaged by him at the work premises of the Company. The Company shall not be responsible for these payments or any other liability on this account. The Contractor shall also indemnify and compensate the Company for any liability incurred by the Company, if any, including costs incurred thereon. In that event the nominated officer of the Company shall be entitled to recover the amount so paid, from the contractor, including forfeiture of the Security Deposit; and, if the sum so payable and / the Security Deposit is less than the Company's claim, it shall be lawful for the Company to recover the balance amount as a debt from the Contractor.
22. The Contractor shall indemnify and compensate the Company, if the Company as Principal Employer under the Contract Labour (Regulation and Abolition) Act, 1970 becomes liable to assume any liability towards the workforce engaged by the contractor. In that event, the provisions relating to recover as provided in relevant clauses of the said Act shall be applicable in to.
23. TERMINATION OF THE CONTRACT BY IGM NOIDA: a. If the Contractor stops the works for more than 3 days continuously, then the IGM NOIDA has
the power to terminate the Contract without giving any notice whatever may be the reason. In this case the contractor has no power to claim compensation and their Security Deposit will be forfeited. The IGM NOIDA has the authority to complete the remaining works through other agencies. Decision of the IGM NOIDA in this regard is final
b. The General Manger, IGM NOIDA has the authority to terminate the contract in his sole discretion at any time by giving 15 days’ notice to the Contractor without specifying any reasons thereof, and without prejudice to the rights of the Contractor to recover any claim or damage or loss or money becoming due under this Agreement. In such a case, the Contractor shall not be entitled to any compensation thereof.
c. The contractor has no right to withdraw or leave the contract in mid-way before expiry of the term of the specified valid tenure of the contract
d. To enforce Fore-closure clause after placement of job orders by giving due notice of 15 days i.e. if at any time during the currency of the contract, the contractor can be terminated by the General Manager, India Government Mint, NOIDA for any security reasons or unsatisfactory performance by the contractor, without giving any right to the contractor for any claim to be lodged against I.G. Mint, Noida.
e. If the contractor repeatedly violates the terms and conditions of the contract or fails to supply required number of manpower despite I G Mint NOIDA having served him proper notices, the contract shall be liable to be terminated and security so deposited shall be forfeited.
24. WORKING TIME & NATURE OF SERVICES: Timings will be as per the working of IGM Noida (including night shift) and may be changed at the discretion of the I.G. Mint Noida from time to time. Contractor will have to spread /stagger the duty hours of the personnel suitably in order to complete the various activities/items of work in time as scheduled.
25. The timing of the manpower shall be flexible depending upon the requirement. The duty hours of
them shall be as directed by the concerned officer of I.G. Mint Noida whom they are attached to
or by administration department (I.G. Mint Noida) and / or any other officer authorization by I.G.
Mint Noida in this regard.
26. The contractor shall not render any extra services unless he receives specific written instructions
in writing from the Head of Administration of concerned work premises.
27. IGMN will nominate for each work premise covered under this Agreement, a Representative
(hereinafter called "the Company Representative") from among the Executive / Supervisor of the
respective Administration Department.
28. The Contractor shall be held responsible for any damage / loss to the work premises / or the
properties of the Company (i.e. missing or broken fittings, equipment’s, furniture etc. and loss of
such things) caused due to the negligence of his workforce and shall have to replace the same at
his own cost. The decision and The amount determined by the officer nominated in this regard by
the Company for fact finding shall be final and binding on the Contractor.
29. The contractor shall hand over a copy of all legal and statutory documents and records to IGMN
for fulfilling any future requirement with the statutory authority.
30. The successful contractor shall comply to all statutory labour law regulations applicable to this contract like timely payment of prescribed wages and other amounts as and when becomes payable, depositing of PF, ESI, taking of insurance cover etc. for workforce deployed by the contractor for this contract. Any obligation on account of the above will be the liability of the Contractor.
31. The names of the workers to be supplied by the agency shall be made known to the authorities
with their identity card / employment number, before commencing supply. The frequent changes
in the manpower will not be allowed and strictly complied from the very first day of work. The
agency shall deploy suitable personnel at all relevant time for rendering services and shall further
maintain a list of the reserves police verification duly complied to provide the replacement and
supplement the strength at short notice. The agency shall furnish such list to the officer
authorized by I.G. Mint Noida every month. Agency should provide Police Verification/Antecedent
& Character Certificate of the deployed manpower. The clearance of the local police with regards
the antecedents of the persons deployed by it will be obtained by the agency before deployment
of the personnel. The agency shall have his staff examined and medically checked prior to their
deployment. Any person found medically unfit shall not be deployed.
32. LABOUR LICENCE: The successful contractor shall obtain labour license from appropriate Govt.
by taking up the job on contractual basis under contract Labour (Regulation and Abolition Act,
1970) and submit the same to IGMN within 15 days of from the date of work order.
33. IDENTITY: The Contractor shall ensure that the work force/supervisors engaged by him must
wear proper uniform without Pocket (as approved by IGM Noida) & display these I-cards
prominently during their duty period (as the same duly endorsed by the Company). Each work
force shall also wear his name badge (to be issued by the contractor) while on duty. All the
personnel so deployed will follow strictly the security regulations of the IGMN, in vogue from time
to time.
34. CHARACTER VERIFICATION AND ANTECEDENCE: The contractor should get the character /
antecedence of each and every workforce verified by the Police Authorities before deploying
them at the job premises. This is to be checked by DY.M (HR) or any other official authorized by
the I.G. Mint Noida.
35. PROVIDENT FUND: The successful bidder shall obtain Provident Fund Number from the
concerned authorities on award of work and shall strictly comply with the provision of Employees
Provident Funds Act. The contractor shall deposit Employees and Employer Contributions in the
designated account with the designated authority every month. The contractor shall furnish along
with each running bill, the challan/receipt for the deposit of provident fund made to RPFC for the
preceding month(s) with detailed calculation sheet of all the work force deployed at IGMN
premises and other than IGMN premises which will be used only for tallying / verification that
proper PF deposit has been made. Contractor shall also submit the copy of detailed yearly return
submitted to RPFC of PF deposit for the period of March to February in 01st week of April month.
36. ESI: The contractor shall strictly comply with the provision of Employees State Insurance Act.
Contractor shall issue Latest digital ESI card to all the work force immediately after taking in to
their employment. No workforce shall be deployed without the issuance of ESI Card under the
contract. The contractor shall deposit Employees and Employer Contributions in the designated
account with the designated authority every month. The contractor shall furnish along with each
running bill, the challan/receipt for the payment towards ESI for the preceding month(s) with
detailed calculation sheet of all the work force deployed at IGMN premises and other than IGMN
premises which will be used only for tallying / verification that proper ESI deposit has been made.
Contractor shall also submit the copy of detailed half yearly return submitted to ESI for deposit of
ESI for the period of April to September in 01st week of month of November & for the period of
October to March in 1st week of month of May.
37. It may be further ensured that PDF if ECR (Electronic Challan-cum-Receipt) along with a copy of
the Paid-in-Challan are submitted as documentary proof of having deposited the EPF.
38. The agency should provide the detail of UID no. issued by PF dep. And Bank a/c detail of all
manpower supplied by them.
.
39. HEALTH, SAFETY AND ENVIRONMENT (HSE) MANAGEMENT: In addition to the safety
practices to be flowed, the contractor shall establish document and maintain an effective Health,
Safety and Environment (HSE) management system. The contractor shall arrange First Aid Box
at work
40. PAYMENT TERM: The payment (s) shall be made to the contractor are subject to deduction of
tax (s) Cess leviable by any Govt. as per rules from time to time and will be made after the
completion of every month on completion of the assigned work and after certification by user
department. However contractor has to make the payment to their respective work force directly
latest by 10th day of every calendar month in their bank account. Manual disbursement of
wages will not be allowed in any case. Manpower supplier liable for penalty /Liquidated Damages
as decided by the mint for not making timely payment to its manpower as per above schedule
and panel action should be taken as per relevant rule. Income Tax and other statutory levies
as applicable from time to time will be deducted at the source from service charges of the
contractor.
41. Contractor also has to issue wage slips to the labours before wages disbursement. Contractor
need to maintain separate records for our establishment. Contractor has to also ensure timely
deposit of PF and ESI as per the provisions of the act.
42. Monthly bill must be accomplianed with the following documents :-
a. Attendance sheet
b. Payment Sheet / wage sheet containing details of payment of wage salary to their work force,
c. Bank Transfer proof of wage payment
d. EPF & ESI challan copies for the purpose of ensuring that contractor has complied with the
statutory requirement.
e. The bill must be submitted in duplicate.
f. ECR (Electronic Challan-cum-Receipt) issued by EPFO.
43. The required strength of manpower under various categories shall be as per actual requirement
and any increase/decrease thereby in the actual supplied manpower shall increase/reduce the
payment to be made proportionately as per contracted rates.
44. The manpower supplier firm should make suitable arrangement for supervision of the manpower
supplied and other related works.
45. The agency shall ensure that their staff supplied for service in I.G. Mint Noida premises shall be
available during their duty hours as per the roster and they shall not leave their place of duty
without authorization.
46. The agency shall deploy suitable personnel at all relevant time for rendering services and shall
further maintain a list of the reserves police verification duly complied to provide the replacement
and supplement the strength at short notice. The agency shall furnish such list to the officer
authorized by I.G. Mint Noida every month.
47. The manpower supplier firm shall maintain a daily attendance register including the number and
names of the workers engaged in the Mint for works as per scope of the contract. Also shall
maintain all necessary registers as per mandatory requirement under the law of land.
48. The agency staff shall be responsible to provide immediate replacement of personnel who is not
available on duty at the place of posting for any emergency and pressing reasons.
49. The I.G. Mint Noida authorities shall have the right to seek replacement of any staff of the
agency by any other suitable person in case the staff is not discharging its services properly. The
decision by I.G. Mint Noida shall be final and the agency shall comply with the same at the
earliest.
50. The agency staff shall carry out such other legitimate duties as are entrusted to them from time
to time.
51. The agency shall not engage any sub-contractor or transfer the contract to any other person.
52. I G Mint is not responsible for any dispute of manpower supplied, and the manpower so provided
shall not be in any way is the employees of India Government Mint, Noida.
53. The manpower supplier firm has to display notices showing the rates of wages, hours of work,
wage period, dates of payment of wages, names and addresses of the inspectors having
jurisdiction, and date of payment of unpaid wages, in Hindi, in conspicuous place at the
establishment and work site. One copy of such notices should be sent to us under
acknowledgement.
54. The manpower supplier firm shall be governed by the laws of India/U.P.Govt. And interpretations
in accordance with such laws. It shall be the responsibility of the contractor/agency to comply with
all labour laws/ regulations applicable with respect to its staff working under the arrangement as
is envisaged under the tender. The contractor/agency shall further undertake to indemnify I.G.
Mint Noida of any liability incurred by it on account of non-adherence to labour laws/regulations
by it.
55. In case of disputes for nonpayment of wages to the supplied manpower or any other disputes, the
payment due to the manpower supplier firm can be withheld till settlement of the disputes by the
board or on the orders of the court of law.
56. Companies Act, Tax deduction liabilities, welfare measures of its employees and all other
obligations that enjoin in such cases and are not essentially enumerated and defined herein,
though any such onus shall be the exclusive responsibility of the contractor and it shall not
involve I G Mint Noida in any way whatsoever. Compliance of these provisions shall be ensured
at the time of making monthly payments.
57. The earnest money of the tenderer whose tender is not accepted will be refunded without any
interest thereon within month of award of the security contract.
58. The Company shall have no direct responsibility / liability in respect of the workforce engaged by
the Contractor on Job Contract Basis under this Agreement.
59. Liquidated damages/Penalty: - In case of short deployment of the Agency, the contractor
shall be liable for a penalty which may extend up to Rs. 5000/- Per month. If short deployment of
manpower is below than 90% of Present days out of total working days per month this clause
may applicable. If job work is not completed in time, Mint reserves the right to procure or
complete the work from any alternate source at the risk and cost of the supplier. The manpower
supplier firm shall have to engage the required number of manpower and in case required
number is not available on any day without proper and acceptable reason Mint can impose
penalty on manpower supplier firm as it thinks fit.
60. It shall be the sole responsibility of the contractor to ensure safety to all his workers. The
Contractor will be required to extend the benefits of employees Compensation Insurance policy to
all of his workmen engaged for the said job.
61. The manpower supplier firm shall be responsible for all injuries and accidents to persons
employed by him. The workmen shall be insured against personal accidents arising out of and
during the course of their duties. In the event of injury, illness or mis-happening to any worker, the
company will not be liable to pay any compensation. The insurance cover shall include the liability
under the employees Compensation Act.
Section VII: Technical Specifications
Sl.
No.
Section Number of manpower required in total
during day and night shift
Unskilled
1. Unskilled 15
Total 15
ANNEXURE-‘A’ - SCOPE OF SERVICES REQUIRED
1. Area to be cover:-
I. Factory area: II. Administrative building: Ground floor as well as 1st Floor III. Common Areas like Staircases, Lift, Lobbies, open area (all floors from Ground Floor to 1st Floor) IV. Data centre building. V. Township at sec 1, 23, and 27
The areas to be covered may vary (increase or decrease) at the discretion of IGM, Noida.
2. SWEEPING & CLEANING:
1. Keeping the entire floor area on all the floors of IGM NOIDA neat and clean by sweeping and
mopping the floor well before 8:45AM on daily basis. The second mopping of the floor is to be done between 11:00AM and 12:15PM, followed by the third mopping between 2:00PM and 3:15PM. Sweeping and mopping of the floor are also to be done as and when required in between.
2. Cleaning of all the workstations, tables and chairs, storages, hangings on walls, table fans; dusting & arranging the files & papers in proper order at the tables, workstations; cleaning & dusting of computer screens with a softer cloth along with cleaning and dusting of monitors, CPU, Keyboards and other computer parts, printers, telephones, fax etc. in the designated area. The above activity has to be completed well before 8.45AM on a daily basis and also as and when required.
3. Dusting and cleaning of the reception area and the waiting rooms including tables, chairs, sofa sets, etc. both at the front and back entrances of the building well before 8:45AM on daily basis and also as and when required
4. Dusting of notice boards, wall hangings, fire extinguishers, etc. on all IGM NOIDA floors on daily basis.
5. Cleaning of lift cars, operating panels, fans etc. from inside and its door from inside / outside on daily basis and also as and when required.
6. Cleaning of complete stair case railings, balusters etc. in the building well before 8:45AM on daily basis.
7. Cleaning of the pantry including all its fittings, fixtures & gadgets on daily basis and also as and when required in between.
8. Cleaning of the toilets in the building well before 8.45AM on a daily basis and after every 1.5 hours during office hours and as and when required. This cleaning shall be inclusive of the toilets‘ doors, exhaust fans, mirrors, wall tiles, its fitting and fixtures like CP fittings, Chinaware and other fixtures etc. along with replacement of tissue papers as and when required. Clearing of blockages in the floor traps of bathrooms and toilets as and when required.
9. Filling of liquid soap in soap dispensers; changing of toilet rolls/ towels; changing of bathroom fresheners/ Odonil cakes etc. as per requirement in the toilets
10. Sweeping and cleaning of the area outside the building of IGM NOIDA premises, including porch area, parking area, dispensary, main and backside entrances into the building, etc. on a daily basis.
11. Thorough cleaning of the window panes, window frames, blinds and all other approachable areas of the windows on weekly basis from inside and outside both and also as and when required.
12. Cleaning of storage cupboards stacked at different places in IGM NOIDA House on all floors on weekly basis and also as and when required.
13. Thorough Cleaning of water coolers installed for drinking water purpose once in 15 days and as and when required.
14. Thorough dusting and cleaning of the switch boards, wall panelling, walls and partitions etc. once in every month and also as and when required.
15. Cleaning balconies on the various floors of the building once in every month and also as and when required.
16. Cleaning the roof top once in every month and also before start of rainy season including clearing khurrah of rain water pipe to avoid water logging on the terrace of IGM NOIDA. Cleaning of entire ceiling by removing Cobweb (JALA) every month and removing of dust from the metal ceiling & electrical fittings etc. with the help of operator and vacuum cleaner at every six month interval of IGM NOIDA.
17. Thorough cleaning of the surface drains in front of the building once in three months and also before rainy season to avoid any water logging.
18. Cleaning of entire ceiling by removing Cobweb (JALA) every month and removing of dust from the metal ceiling & electrical fittings etc. with the help of operator and vacuum cleaner at every six month interval of IGM NOIDA.
19. Cleaning of ceiling at four storied ceiling height of reception side of IGM NOIDA by removing Cobweb (JALA) at every six month interval.
20. Monthly checking of GT of sewer line and clearing the blockage if any, including attending to the above job as and when complaint arises for the same.
21. Clearing of the sewerage drain line as and when drain choking takes place. 22. Cleaning of Data center and switch room floor with vacuum cleaner (Vacuum cleaner will be
provided by IGM NOIDA) on a daily basis. 23. Cleaning of frame & glass of windows and doors from inside including furniture with Colin of data
center and switch room on a daily basis. 24. Dusting and cleaning of racks, almirah, and other electrical equipment etc. inside the data center
and switch room on a daily basis. 25. Mopping of false floor tiles of Data center and switch room with anti-septic water solutions /
chemical on a weekly basis. 26. Cleaning of glass windows from outside of data center and switch room approachable from
balcony on a weekly basis. 27. Mopping / vacuum cleaning of the floor below the false floor of data center and switch room once
in three month. 28. Cleaning and polishing of name plates in the office premises.
29. Any other work of Sweeping & cleaning job related work premises will also be in the scope of
contractor. 30. All the items like broom, duster & cleaning materials, toilet consumables etc. as required for
sweeping & cleaning job will be provided by IGM NOIDA. However hand gloves, dungarees, safety belts and other safety equipment’s etc. will be provided by the contractor to their workforce.
31. Cleaning of canteen area.
(Signature & seal of the contractor)
Section IX: Qualification/ Eligibility Criteria
--------------------------------------------------
Experience & Past
Performance
The tenderer should have successfully executed job contract of providing at least 5 no. of workers/labours for similar jobs/ services in any one year during last five years ending on 31.03.2016
Capability Equipment &
manufacturing Facilities
The Bidder Firm must have an annual Capacity to provide at least 5 no. of workers/labours.
Financial Standing Average Annual Turnover of the Bidder firm during last three financial years ending on 31.03.2016 should be more than Rs. 6.63 Lakh.
Bidder Firm should not have suffered any financial loss for more
than one year during the last three years ending on 31.03.2016
The net worth of the firm should not have eroded by more than
30% in the last three years ending on 31.03.2016
Note:
1. Tenderers must have valid registration no. of PAN No., ESI & EPF Registration No. &
Service Tax No.
2. All experience, past performance and capacity /capability related / date should be certified by the
authorized signatory of the bidder firm. The credentials regarding experience and past
performance to the extent required as per eligibility criteria submitted by bidder may be verified
from the parties for whom work has been done.
3. Audited copy of Balance Sheet and profits & loss Account statements of last three financial
years i.e. FY, 2013-14, 2014-15 & 2015-16 (AY 2014-15, 2015-16 & 2016- 17). In case of
unavailability of Balance Sheet & Profit & Loss statement for the above mentioned financial
years, CA certificate for the same shall be furnished.
4. Copies of Work Orders / award letters along with certificates of successful completion of the
similar job / services executed by the bidders during last 5 years ending on 31.03.2016 as a
supporting document.
5. IGMN reserves the right to cross check the documents from the issuing department. The
certificate of successful completion should also contain the details of work order, duration of
the contract, quantum of business done and its satisfactory completion.
6. Acceptance to all term and condition of the tender without any deviation is to be given.
7. Tender has to be submitted with contact address and e-mail ID etc. duly filled and signed.
8. Bidder has to furnish stipulated documents in support of fulfillment of qualifying criteria. Non-submission or incomplete submission of documents may lead to rejection of offer.
9. ‘Similar jobs/services’ mentioned in sec VII technical specification above shall be related to " Job / services of Housekeeping / attendant / messenger services / upkeep & maintenance etc. of office & residential premises with any Central Govt. / State Govt. / PSUs / Public Limited Company / Private Limited Company.
10. Bidder has to furnish data in support of fulfillment of qualifying criteria as per the following formats:-
TURNOVER (F.Y.)
( in Rs. Lakhs )
2013-14 2014-15 2015-16
EXPERIENCE No. of Work Value Customer’s Name
SIMILAR
WORKS
Nature of Works No. of works Value Customer’s
Name
EMD DETAILS DD/ PO No. Date Amount (Rs.)
PAN No.
ESI Registration No.
Service TAX No.
25
Section X: Tender Form
Date……….
To
……………………………….
……………………………….
……………………………….
(Complete address of India Government Mint, Noida)
Ref: Your Tender document No. …………………………dated …………
We, the undersigned have examined the above mentioned tender enquiry document, including
amendment No. --------, dated --------- (if any), the receipt of which is hereby confirmed. We now offer to
supply and deliver………. (Description of goods and services) in conformity with your above referred
document for the sum which is to be quoted in price bid only (total tender amount in figures and words),
as shown in the price schedule(s), attached herewith and made part of this tender.
If our tender is accepted, we undertake to supply the goods and perform the services as mentioned
above, in accordance with the delivery schedule specified in the List of Requirements.
We further confirm that, if our tender is accepted, we shall provide you with a performance security of
required amount in an acceptable form in terms of GCC with modification, if any, in Section V – “Special
Conditions of Contract”, for due performance of the contract.
We agree to keep our tender valid for acceptance for a period up to 120, as required in the GIT read with
modification, if any in Section-III – “Special Instructions to Tenderers” or for subsequently extended
period, if any, agreed to by us. We also accordingly confirm to abide by this tender up to the aforesaid
period and this tender may be accepted any time before the expiry of the aforesaid period. We further
confirm that, until a formal contract is executed, this tender read with your written acceptance thereof
within the aforesaid period shall constitute a binding contract between us.
We further understand that you are not bound to accept the lowest or any tender you may receive against
your above-referred tender enquiry.
26
……………………..
(Signature with date)
………………………..
(Name and designation)
Duly authorized to sign tender for and on behalf of
……………………………………….
……………………………………….
27
Section XI: Price Schedule
REF. TENDER NO.
1. Name of the Tenderer:
2. Opening date & time:
Format for Bidder
Particulars Basic
wages
per
person
per day
(Rs.)
EPF
@
13.61
% of
basic
wages
(Rs.)
ESI @
4.75% of
basic
wages
(Rs.)
Total
wages per
person per
day (Rs.)
(A)
No. of
Manpow
er to be
Hired
(B)
No. of
working
days
(C )
Total cost of
manpower
(Rs.)
(D)
(A X B XC)
For Unskilled
manpower (Rs.)
(B)
37 295
Service charge for the whole contract
Service tax @ 15%
Total contract value
____________ (in percentage)
Note:- 1. The above quoted Service charge (absolute figure) shall remain firm for the entire
contract duration. However agency has to deploy the manpower in some holidays too
depending upon the urgency of circumstances.
2. In the Price Format, the Monthly agency service charges quoted should be inclusive of all tax
but excluding Service Tax which shall be dealt as per statute provision.
IMPORTANT:
NO PRICE TO BE INDICATED IN THE FORMAT WHICH IS TO BE ENCLOSED ALONGWITH PQB (PART - I), TECHNO-COMMERCIAL TENDER (PART - II). HOWEVER, PRICE BID (PART-III), WHICH CONTAINS PRICES, SHOULD BE IN ABOVE MENTIONED PROFORMA ONLY AND TO BE ENCLOSED IN A SEALED COVER SEPERATELY.
(Signature & seal of the contractor)
28
Section XII: Questionnaire
The tenderer should furnish specific answers to all the questions/ issues mentioned below. In case a
question/ issue does not apply to a tenderer, the same should be answered with the remark “not
applicable”.
Wherever necessary and applicable, the tenderer shall enclose certified copy as documentary proof/
evidence to substantiate the corresponding statement.
In case a tenderer furnishes a wrong or evasive answer against any of the under mentioned question/
issues, its tender will be liable to be ignored.
1. Brief description and of goods and services offered:
2. Offer is valid for acceptance up to …………………………………………….
3. Your permanent Income Tax A/ C No. as allotted by the Income Tax Authority of Government of
India :
Please attach certified copy of your latest/ current Income Tax clearance certificate issued by the
above authority.
4. Status :
a) Are you currently registered with the Directorate General of Supplies & Disposals
(DGS&D), New Delhi, and/ or the National Small Industries Corporation (NSIC), New
Delhi, and/ or the present India Government Mint, Noida and/ or the Directorate of
Industries of the concerned State Government for the goods quoted? If so, indicate the
date up to which you are registered and whether there is any monetary limit imposed on
your registration.
b) Are you currently registered under the Indian Companies Act, 1956 or any other similar
Act?
Please attach certified copy(s) of your registration status etc. in case your answer(s) to above
queries is in affirmative.
5. Please indicate name & full address of your Banker(s) :
29
6. Please state whether business dealings with you currently stand suspended/ banned by any
Ministry/ Dep’t. Of Government of India or by any State Govt.
…………………………..
(Signature with date)
……………………….
……………………….
(Full name, designation & address of the
Person duly authorized sign on behalf of the tenderer)
For and on behalf of
…………………………..
…………………………..
(Name, address and stamp of the tendering firm)
30
Section XV: Bank Guarantee Form for Performance Security
________________________________ [insert: Bank’s Name, and Address of Issuing Branch or Office]
Beneficiary: ___________________ [insert: Name and Address of India Government Mint, Noida]
Date: ________________
PERFORMANCE GUARANTEE No.: _________________
WHEREAS ………………………………………………………………………………. (name and address of
the supplier) (hereinafter called “the supplier”) has undertaken, in pursuance of contract
no……………………………. dated …………. to supply (description of goods and services) (herein after
called “the contract”).
AND WHEREAS it has been stipulated by you in the said contract that the supplier shall furnish you with
a bank guarantee by a scheduled commercial bank recognized by you for the sum specified therein as
security for compliance with its obligations in accordance with the contract;
AND WHEREAS we have agreed to give the supplier such a bank guarantee;
NOW THEREFORE we hereby affirm that we are guarantors and responsible to you, on behalf of the
supplier, up to a total of ……………… …… ……… …… …………………. (amount of the guarantee in
words and figures), and we undertake to pay you, upon your first written demand declaring the supplier to
be in default under the contract and without cavil or argument, any sum or sums within the limits of
(amount of guarantee) as aforesaid, without your needing to prove or to show grounds or reasons for your
demand or the sum specified therein.
We hereby waive the necessity of your demanding the said debt from the supplier before presenting us
with the demand. We further agree that no change or addition to or other modification of the terms of the
contract to be performed thereunder or of any of the contract documents which may be made between
you and the supplier shall in any way release us from any liability under this guarantee and we hereby
waive notice of any such change, addition or modification.
We undertake to pay India Government Mint, Noida up to the above amount upon receipt of its first
written demand, without India Government Mint, Noida having to substantiate its demand.
31
This guarantee will remain in force for a period of sixty days after the currency of this contract and any
demand in respect thereof should reach the Bank not later than the above date.
…………………………….
(Signature of the authorized officer of the Bank)
………………………………………………………….
………………………………………………………….
Name and designation of the officer
………………………………………………………….
Seal, name & address of the Bank and address of the Branch
………………………………………………………….
Name and designation of the officer
………………………………………………………….
………………………………………………………….
Seal, name & address of the Bank and address of the Branch
32
Section XVI: Contract Form
(Address of India Government Mint, Noida’s office issuing the contract)
Contract No…………. dated…………….
This is in continuation to this office’ Notification of Award No……………..….. dated …….
1. Name & address of the Supplier: ……………………………………..
2. India Government Mint, Noida’s Tender document No……… dated…………. and subsequent
Amendment No.…………., dated……… (If any), issued by India Government Mint, Noida
3. Supplier’s Tender No……… dated…….. and subsequent communication(s) No………… dated …….. (If
any), exchanged between the supplier and India Government Mint, Noida in connection with this tender.
4. In addition to this Contract Form, the following documents etc, which are included in the documents
mentioned under paragraphs 2 and 3 above, shall also be deemed to form and be read and construed as
part of this contract:
(i) General Conditions of Contract;
(ii) Special Conditions of Contract;
(iii) List of Requirements;
(iv) Technical Specifications;
(v) Quality Control Requirements;
(vi) Tender Form furnished by the supplier;
(vii) Price Schedule(s) furnished by the supplier in its tender;
(viii) Manufacturers’ Authorisation Form (if applicable for this tender);
(ix) India Government Mint, Noida’s Notification of Award
Note: The words and expressions used in this contract shall have the same meanings as are respectively
assigned to them in the conditions of contract referred to above. Further, the definitions and abbreviations
33
incorporated under Section –V - ‘General Conditions of Contract’ of India Government Mint, Noida’s
Tender document shall also apply to this contract.
5. Some terms, conditions, stipulations etc. out of the above-referred documents are reproduced below
for ready reference:
(i) Brief particulars of the goods and services which shall be supplied/ provided by the supplier are as
under:
Schedule
No.
Brief description of
goods/ services
Accounting
unit
Quantity to
be supplied
Unit Price
(in )
Total price
Any other additional services (if applicable) and cost thereof: ………………………..
Total value (in figure) ____________ (In words) ___________________________
(ii) Delivery schedule
(iii) Details of Performance Security
(iv) Quality Control
(a) Mode(s), stage(s) and place(s) of conducting inspections and tests.
(b) Designation and address of India Government Mint, Noida’s inspecting officer
(v) Destination and despatch instructions
(vi) Consignee, including port consignee, if any
(vii) Warranty clause
(viii) Payment terms
(ix) Paying authority
34
……………………………….
(Signature, name and address of India Government Mint, Noida’s authorized official)
For and on behalf of……….
Received and accepted this contract ……………………………………………………..
(Signature, name and address of the supplier’s executive duly authorized to sign on behalf of the
supplier)
For and on behalf of ………………………
(Name and address of the supplier)
…………………….
(Seal of the supplier)
Date:
Place:
35
Section XVII: Letter of Authority for attending a Bid Opening
(Refer to clause 24.2 of GIT)
The General Manager
Unit Address
Subject: Authorization for attending bid opening on ____________________ (date) in the Tender of
___________________________________________________.
Following persons are hereby authorized 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 Signatures
I.
II.
Alternate Representative
Signatures of bidder or
Officer authorized to sign the bid
Documents on behalf of the bidder.
Note:
1. Maximum of two representatives will be permitted to attend bid opening. In cases where it is restricted
to one, first preference will be allowed. Alternate representative will be permitted when regular
representatives 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 produced.
36
SECTION XVIII: Proforma of Bills for Payments
Name and Address of the Firm.................................................................................................
Bill No....................................................................Dated.......................................................
Purchase order..................................................No...................................Dated......................
Name and address of the consignee.........................................................................................
S.No Authority for
purchase
Description of
Stores
Number or
quantity
Rate
Price per
Amount
Total
1. C.S.T./Sales Tax Amount
2. Freight (if applicable)
3. Excise Duty (if applicable)
4. Packing and Forwarding charges (if applicable)
5. Others (Please specify)
6. PVC Amount (with calculation sheet enclosed)
7. (-) deduction/Discount
8. Net amount payable (in words )
Despatch detail RR No. other proof of despatch...............................................
Dated............................................................(enclosed)
Inspection Certificate No............................................Dated..................(enclosed)
Income Tax Clearance Certificate No...........................Dated..................(enclosed)
Modvat Certificate No...........................................................................(enclosed)
Excise Duty Gate pass........................................................................(enclosed)
37
Place and Date
Received .............................(Rupees).........................................................
I hereby certify that the payment being claimed is strictly in terms of the contract and all the obligations on
the part of the supplier for claiming that payment has been fulfilled as required under the contract.
Revenue stamp Signature and of Stamp Supplier