Amendment # 2Date :22/05/2013 for Tender Documents of ‘BID FOR HIRING OF OFFICE ACCOMMODATION’
[Tender Number: S-341 / 13-A Dated 16-04-2013]
Sl.No. / Page No. / Clause/Para No. / Existing / Corrected01. / 02 / A. INVITATION FOR BIDDERS / .....a carpet /plinth area of approx. 17000 sq. ft. on hire basis initially for 3 years...... / ...... aBuilt-up area of approx. 17000 sq. ft. on hire basis initially for 5 years......
02. / 03 / 1. Scope of Bid / 1.1.....having a carpet / plinth area of approx. 17000 Sq.ft .... / 1.1...... having a built-up area of approx. 17000 Sq.ft ......
03. / 03 / 2. Eligible Bidders / ...... having a carpet / plinth area of 17000 sq.ft...... / ...... having a built-up area of 17000 sq.ft......
04. / 03 / 3. Preparation of bid / 3.2 / i) details of Locality of the accommodation offered / i) details of Locality of the accommodation offered with Location Plan
05. / 03 / 4. Bid Price / 4.3 / 4.3The Bid Price shall be fixed for 3 years and shall be subject to revision as mutually agreed upon by both the parties on Standard Lease Agreement. / 4.3The Bid Price shall be limited to ‘Fair Rent’ issued by CPWD and subject to revision as per para 3 of Standard Lease Agreement.
06. / 04 / 5. Bid Security / 5.1 / 5.1……an amount of Rs.20,000/-. …..for Rs.20,000/-. / 5.1……an amount of Rs.40,000/-. …..for Rs.40,000/-.
07. / 04 / 6. Bid Validity / 6.1 / 6.1………above. ……..shall be rejected by the Employer as non-responsive. / 6.1……… below. ……..shall be rejected as non-responsive.
08. / 05 / 7.2 Documents comprising the Bid / Technical Bid / Technical Bid
i)......
...
vi)....
Financial Bid
vii)Financial Bid (as given in Annexure II) / Technical Bid
Add Point vii)
vii)Special Power of Attorney to sign the Bid on behalf of owner, if applicable
Financial Bid
i)Financial Bid (as given in Annexure II)
09. / 05 / 8. Bids Opening / 8.BidsOpening / 8. METHOD OF BIDS EVALUATION
8.1 General Exam:
A substantially responsive Bid is one which conforms to all the terms, conditions, and specifications of the Bidding documents, without material deviation or reservation. A material deviation or reservation is one (a) which affects in any substantial way the scope, quality; (b) which limits in any substantial way, the Survey of India's rights or the Bidder's obligations under the Contract; or (c) whose rectification would affect unfairly the competitive position of other Bidders presenting substantially responsive Bids.
8.1.1 Prior to the detailed evaluation of Bids, the Committee will determine whether each Bid (a) meets the criteria defined in tender documents (b) has been properly signed; (c) is accompanied by the required securities and necessary attachments; (d) is substantially responsive to the requirements of the Bidding documents.
8.1.2If a Bid is not substantially responsive, it will be rejected by the Employer, and may not subsequently be made responsive by correction or withdrawal of the non-conforming deviation or reservation.
10 / 05/06 / 8.1 Technical Bid Opening / 8.1 Technical Bid Opening
All the Bids received (except those received late) will be opened by concerned Committee………………………………………….
…………………. However, parties are advised to attach photocopies of such documents along with the offer. / 8.2 Technical Bid Opening
All the Bids received (except those received late) will be opened by concerned Committee…………………………………………...
…………………. However, parties are advised to attach photocopies of such documents along with the offer.
Add Para 4:
The Evaluation Committee may visit the site specified in the Bid, if required.
Add Para 5:
To assist in the examination, evaluation, and comparison of Bids, the Director, TNP & ANI GDC, Survey of India, Chennai may, at his discretion, ask any Bidder for clarification of his Bid and allow him to correct omissions / commissions of minor nature, which do not render the bid non-responsive.
11 / 06 / 8.3 Financial Bid Opening / 8.3. Financial Bid Opening
The evaluation committee will open Financial Bid after evaluation of the Technical Bids.
Financial bids of those technically qualified bidders will only be opened. / 8.3. Financial Bid Opening
The Financial Bids of the Bidders who have not qualified during the Technical Evaluation will be returned within 30 days of end of the validity period as specified in Clause 6.1.
Financial bids of those technically qualified bidders will only be openedand they will be informed about the date & time of opening of financial bids (generally within 15 days from Technical Bid Opening).
12 / 06 / 9. Examination of Bids / 9.1Prior to the detailed evaluation of Bids, the Committee will determine whether each Bid………………………………………………
9.3…………….. by correction or withdrawal of the non-conforming deviation or reservation. / Points 9.1., 9.2 & 9.3 are Deleted
13 / 07 / 10.3 Clarification of Bids / 9.3.1 To assist in the examination, evaluation, and comparison of Bids, the employer may, at his discretion, ask any Bidder for clarification of his Bid. The request for clarification and the response shall be in writing or by cable, but no change in the price or substance of the Bid shall be sought, offered, or permitted except as required to confirm the correction of arithmetic errors discovered by the Employer in the evaluation of the Bids. / 9.3.1 To assist in the examination, evaluation, and comparison of Bids, the Director, TNP & ANI GDC, Survey of India, Chennai may, at his discretion, ask any Bidder for clarification of his Bid. The request for clarification and the response shall be in writing or by cable.
14 / 08 / C. REQUIRE-
MENTS,
AMENITIES OF OFFICE ACCOMMODA-
TION / 1. …….. about 17,000 sq.ft (Carpet area),...... / 1. …….. about 17,000 sq.ft (Built-up area), ......
15 / 10 / D. TERMS &
CONDITIONS / 2. …………… initially for a period of three years extendable……….. / 2. …………… initially for a period of five years extendable………..
16 / 10 / D. TERMS &
CONDITIONS / 3. ………….for the entire Agreement Period of three years. / 3. …………. for the entireAgreement Period of five years.
17 / 10 / D. TERMS &
CONDITIONS / 7.All disputes lie within the jurisdiction of Chennai court only. / 7.All disputes should be settled as per Clause 17 of Standard Lease Agreement which is attached herewith.
18 / 10 / D. TERMS &
CONDITIONS / 8. …….In case of any conflict….. the conditions stipulated in the Tender Document shall prevail. / 8. …….In case of any conflict….. the conditions stipulated in the Draft Standard Lease Agreement shall prevail.
19 / 12 / ANNEXURE I / 5. ii) Covered Area: / 5. ii) Built-up Area:
20 / 13 / ANNEXURE I / 18. Specify the lease period (min. 3 years) and provision for extension / 18. Specify the lease period (min. 5 years) and provision for extension
22 / 14 / ANNEXURE I / 19. Whether the owner of the building is agreeable to:
i) Monthly rent as determined and fixed by Competent Govt. Authority like CPWD. / 19. Whether the owner of the building is agreeable to:
i) Monthly rent as determined and fixed by Competent Govt. Authority i.e. CPWD.
22 / 23 / ANNEXURE IV
(OFFER LETTER) / 4. I also express my willingness to sign the lease deed / agreement as per the sample enclosed with the technical bid, with suitable modifications to incorporate terms and conditions mentioned in the tender document. / 4. I also express my concurrence to sign the lease deed / agreement as per the sample enclosed with the technical bid.
23 / 17 / ANNEXURE III
(Standard Lease Agreement) / 1.……let out and Lessee agree to take on lease the land hereditaments and premises know as…. / 1.……let out and Lessee agree to take on lease the premises hereditaments and premises known as….
24 / 17 / ANNEXURE III
(Standard Lease Agreement) / 2…….continue for a term of three years……. / 2…….continue for a term of three years…….
25 / 19 / ANNEXURE III
(Standard Lease Agreement) / 14.If the Government of India.….……………….for renewal / 14. If the Government of India ……………………for renewal.
“Provided that in the event of expiry of the term of the lease, whenever an action for the renewal described above is pending with the lessee and the premises remain in actual occupation, the payable rent at old rate shall continue to be paid on provisional basis till the date of final decision on renewal or the date of eviction, as the case may be and in case of renewal at different rate, suitable adjustment by extra payment or deduction shall be permitted, to the lessee.”
“Provided further that the lessee shall take action so far practicable to take a new lease of the said premises within a period of six months after expiry of the term hereby granted.”
26 / 20 / ANNEXURE III
(Standard Lease Agreement) / ……. shall be referred for arbitrator to the Tribunal, having, Sole Arbitrator. At the time of making a request for reference of dispute to the arbitration, the claimant shall alongwith such request send a penal of five persons to the other party……… The arbitration proceedings shall be conducted in English/Tamil *. The cost / ……. shall be referred for arbitration to the Tribunal, having, Sole Arbitrator. At the time of making a request for reference of dispute to the arbitration, the claimant shall alongwith such request send a panel of five persons to the other party……… The arbitration proceedings shall be conducted in English. The cost
** It is informed to all the prospective Bidders that the Bid Document along with its Annexures published on 22-04-2013 titled “BID FOR HIRING OF OFFICE ACCOMMODATION” (Tender NO.S-341/13-A Dated 16-4-2013) is being replaced with “Revised Bid for Hiring of Office Accommodation” after including all the above amendments i.e. Sl.No.1 to 26 for the convenience of the Bidders. All the Bidders who have already downloaded the bid document or collected them from office prior to publishing of the “Revised Bid Documents for Hiring of Office Accommodation” are requested to discard the old bid document and its Annexures and submit their bids using the “Revised Bid Document for Hiring of Office Accommodation” and its Annexures – placed below in continuation with this document.It may also be noted that the last date for submission of bids is extended to 04/06/2013(1500 hrs) [Incorporated in the “Revised Bid for Hiring of Office Accommodation”].
Director
TNP & ANI GDC
Survey of India
Block-III, Electronics Complex
Thiru.Vi.Ka. Industrial Estate
Guindy, Chennai – 600 32
Telefax – 044 – 22500145
SURVEY OF INDIA
DEPARTMENT OF SCIENCE AND TECHNOLOGY
GOVERNMENT OF INDIA
REVISED BID FOR HIRING OF OFFICE ACCOMMODATION
(All Amendments from S.No.1 to 26 incorporated)
Tender No.S-736/13-A Dated 22-5-2013
TO BE SUBMITTED BY: 04-06-2013 (1500 hrs)
DIRECTORATE
OF
TAMIL NADU, PUDUCHERRY & ANDAMAN AND NICOBAR ISLANDS
GEO-SPATIAL DATA CENTRE
SURVEY OF INDIA
BLOCK-III, ELECTRONICS COMPLEX
THIRU.VI.KA INDUSTRIAL ESTATE
GUINDY, CHENNAI – 600 032
TENDER DOCUMENT FOR HIRING OF OFFICE ACCOMMODATION
A. INVITATION FOR BIDDERS
Director, Tamil Nadu, Puducherry and Andaman & Nicobar Islands Geo-Spatial Data Centre, Survey of India (under Department of Science & Technology, Govt. of India), Chennai invites Sealed Bids offering office space for its Office at Chennai having a Built-up area of approx. 17000 sq. ft. on hire basis initially for 5 years preferably in commercially approved area within the limits of Chennai Corporation. Interested parties may send sealed offers as per the instructions given in the tender document. The Tender Document may be collected from the Office of the Director, TNP & ANI GDC, Survey of India, Block III, Electronics Complex, Thiru.Vi.Ka. Industrial Estate, Guindy, Chennai – 600 032 or may be downloaded from official website
Particulars of the Tender
a. Name of Item required:Office Accommodation to an extent of
17000 Sq.ft within the limits of
Chennai Corporation
b. Last Date & Time for receipt : 04-06-2013 (1500 hrs)
of Bids
c. Time Date of opening Bids : 04-06-2013 (1530 hrs)
d. Place of opening Bids : Office of the Director,
TNP &ANI GDC, Survey of India,
Block-III, Electronics Complex,
Thiru-vi-ka Industrial Estate,
Guindy. Chennai – 600032
Ph.No. (044) 2250 0145
e. Designation of the Authority : The Director,
Inviting Quotationsto whom bids TNP &ANI GDC, Survey of India,
to be submitted Block-III, Electronics Complex,
Thiru-vi-ka Industrial Estate,
Guindy. Chennai - 600032
(044) 2250 0145
f. Total No. of Pages of Tender :23 Pages (including cover page)
Document
B. INSTRUCTIONS TO BIDDERS
1.Scope of Bid
1.1The Director, TNP & ANI GDC, Survey of India, Chennai invites Bids for ‘Hiring of Office Accommodation’ having a built-up area of approx. 17000 Sq.ft within the limits of Chennai Corporation from eligible bidders.
2.Eligible Bidders
Any bidder who is having a clear Title / power of attorney holder of the premises proposed to be offered, having a built-up area of approx. 17000 sq.ft and possessing Valid / Legal documents / certificates issued by various competent authorities is eligible for bidding. The status of the bidder may be individual / partnership of firm / Society etc. but should be able to submit the requisite certificates / documents as per the status.
3.Preparation of Bid
3.1The Language of Bid submitted shall be English.
3.2Bid may be prepared in two parts i.e. i) Technical Bid ii) Financial Bid.
The details pertaining to ‘Technical Bid’:
i) details of Locality of the accommodation offered with Location Plan
ii) details regarding ownership of the accommodation offered ( Name & address of Owner / Power of Attorney holder)
iii) details regarding Possession of Legal/Valid Documents i.e. Title Deed, Approved Plan,
Appropriate Govt. Certificates etc.
iv) details regarding Structure / Amenities etc. of the accommodation offered
The details pertaining to ‘Financial Bid
i) details regarding rate of rent proposed for the accommodation offered
ii) Other Terms & Conditions related to finance
4.Bid Price
4.1The bidder shall quote the Bid Price in Indian Rupees only and Bid price shall be written both in figures and words.
4.2The Bid Price shall include all duties, taxes and other levies payable by the owner.
4.3The Bid Price shall be limited to ‘Fair Rent’ issued by CPWD and subject to revision as per para 3 of Standard Lease Agreement.
5.Bid Security(Earnest Money Deposit-EMD)
5.1The Bidder shall furnish, as part of his Bid, a Bid Security for an amount of Rs.40,000/-. This bid security shall be in the form ofDemand Draft in favour of ‘E. & A.O., TN & Py GDC, Chennai’for Rs.40,000/-.
5.2The Bid Security of unsuccessful bidders will be returned within 30 days of the end of the bid validity period specified in Sub-Clause 6.1.
5.3 The Bid Security may be forfeited
(a)if the Bidder withdraws the Bid after Bid opening during the period of Bid validity;
(b)in the case of a successful Bidder, if the Bidder fails within the specified time limit to sign the Agreement;
6.Bid Validity
6.1Bids shall remain valid for a period not less than ninety days after the deadline date for bid submission specified in the Clause of ‘Submission of Bid’ below. A bid valid for a shorter period shall be rejected as non-responsive.
7.Submission of Bid
7.1The Bid is to be submitted in separate sealed envelopes for each item – as described below:
- Envelope 1 – Containing Technical Bid as prescribed in Annexure I & detailed
below
b.Envelope 2 – Containing Financial Bid as prescribed in Annexure II & detailed below
Both the envelopes should be sealed and superscribed in bold letters:
i)“TECHNICAL BID FOR for Office Accommodation for SOI, Chennai”.
ii)“FINANCIAL BID FOR for Office Accommodation for SOI, Chennai”.
Finally, the above-mentioned two envelopes (Envelope 1 & 2) should be put in one bigger envelope (Envelope 3) superscribed as “BID for Office Accommodation for Survey of India, Chennai"and submitted / posted to ‘the Director, TNP & ANI GDC, Survey of India, Block III, Electronics Complex, Thiru.Vi.Ka. Industrial Estate, Guindy, Chennai – 600 032’ on or before 04-06-2013 by 15.00 hrs.
7.2Documents comprising the Bid
Technical Bid
i)Offer Letter (as given in Annexure IV)
ii)Technical Bid (as given in Annexure I)
iii)EMD (Earnest Money Deposit) as detailed in Terms & Conditions
iv)Documents / Certificates / Plans as detailed in Technical Bid
v)Undertaking to abide by CPWD norms w.r.t. rate of Rent (as given in Annex.II (a)
vi)Signed copy of ‘Terms & Conditions’ and ‘Standard Lease Agreement’ in token acceptance for execution of Lease Agreement in case of awarding contract
vii)Special Power of Attorney to sign the Bid on behalf of owner, if applicable
Financial Bid
i)Financial Bid (as given in Annexure II)
7.3 Each page of the tender should be signed by the tenderer.
7.4Bids with overwriting, alterations will not be considered. Typed offers will be accepted.
7.5Bids from intermediaries / brokers will not be entertained.
Late Bids
7.6Any bids received by this office after the deadline prescribed will be returned unopened to the bidder.
7.7.Modification and Withdrawal of Bids
7.7.1Bidders may modify or withdraw their bids by giving notice in writing before the deadline prescribed i.e. on or before 04-06-2013 (15.00 hrs.).
7.7.2Each Bidder's modification or withdrawal notice shall be prepared, sealed, marked, and delivered in accordance with Clause 7 above, with the outer and inner envelopes additionally marked "MODIFICATION" or "WITHDRAWAL", as appropriate.
7.7.3No bid may be modified after the deadline for submission of Bids.
7.7.4Withdrawal or modification of a Bid between the deadline for submission of bids and the expiration of the original period of bid validity specified in Clause 6.1 above may result in the forfeiture of Bid Security pursuant to Clause 5.
8.METHOD OF BIDS EVALUATION
8.1General Exam:
A substantially responsive Bid is one which conforms to all the terms, conditions, and specifications of the Bidding documents, without material deviation or reservation. A material deviation or reservation is one (a) which affects in any substantial way the scope, quality; (b) which limits in any substantial way, the Survey of India's rights or the Bidder's obligations under the Contract; or (c) whose rectification would affect unfairly the competitive position of other Bidders presenting substantially responsive Bids.
8.1.1Prior to the detailed evaluation of Bids, the Committee will determine whether each Bid (a) meets the criteria defined in tender documents (b) has been properly signed; (c) is accompanied by the required securities and necessary attachments; (d) is substantially responsive to the requirements of the Bidding documents.
8.1.2If a Bid is not substantially responsive, it will be rejected by the Employer, and may not subsequently be made responsive by correction or withdrawal of the non-conforming deviation or reservation.
8.2Technical Bid Opening
All the Bids received (except those received late) will be opened by concerned Committee in the presence of the Bidders or their representatives who choose to attend on the opening date & time of 04-06-2013 at 15.30 hrs and at the place specified in Invitation for Bidders above. In the event of the specified date of Bid opening being declared a holiday for this office, the Bids will be opened at the appointed time and location on the next working day.
While opening the Bids, the envelopes containing ‘Technical Bid’ shall be opened first and acceptance of the tender according to the specified clause will be ascertained.
In the event of Technical Bid being found acceptable, the selected party will be required to
furnish the original copy of the Title Deed of the Property along with proof of identity of
the owner/bidder along with photograph(s), before the Financial Bids are opened. Original
Documents shall be returned after decision is taken to open Financial Bids or otherwise. However, parties are advised to attach photocopies of such documents along with the offer.