Grams: KARFOOD Ph: Office 08382-226243
KARNATAKA FOOD & CIVIL SUPPLIES CORPORATION LTD.,
S.P.Office Compound Karwar-581 301
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No.KFCSC/WSP/W.T/Sugar/2011-2012 Dated: 23.08.2011
Calendar of Events
SLNo. / Particulars / Date & Time
01 / Issue of Notification / 20-08-2011
02 / Last date for receiving sealed tender covers in the district offices. / 05-09-2011
4.30 PM
03 / Opening of Technical bid at the districts. / 06-09-2011
12.00 Noon
04 / Opening of commercial / Financial bid. (in case of any delay due to unforeseen circumstances the time may be changed by the tender opening authority) / 06-09-2011
4.30 PM
05 / Date for submission for review and acceptance to head office. / 08-09-2011
INDEX
Introduction:-
- Eligibility : 06
- Scope or work : 06 to 07
- EMD & Security deposit : 07
- Documents to be enclosed : 07 to 08
- Evaluation of Tenders : 08 to 09
- Terms and condition : 09 to 12
- Award of contract : 12 to 14
- Penalty clause : 15 to 16
- Mode of payment : 16 to 18
11. Arbitration : 18 to 19
12. Declaration by the tenderer : 19
13. Annexure-1 (Application format) : 20 to 22
14. Annexure-2 (Financial Bid format) : 23
15. Check list : 24
16. Annexure-3 List of
District Managers and their addresses : 25 to 27
SHORT TERM TENDER NOTIFICATION FOR APPOINTMENT OF TRANSPORT CONTRACTORS FOR TRANSPORTATION OF LEVY SUGAR FROM VARIOUS SUGAR FACTORY TO VARIOUS WHOLESALE POINTS IN KARWAR DISTRICT.
Intruduction: The Karnataka Food and Civil Supplies Corporation is a Government Company registered under Companies Act -1956 having its registered office in16/I, Millers Tank Bed Area, Vasanthnagar, Bangalore-560 052.
The Government of Karnataka has appointed Karnataka Food and Civil Supplies Corporation Ltd as its wholesale nominee for lifting of levy sugar from various sugar factories to the districts / taluks for distribution to Fair Price Shops under Public Distribution.
As per the directions of the Government of Karnataka vide its letter No.C£Á¸À 12: Dgï¦Dgï: 2011 ¢£ÁAPÀ 30.05.2011 The Karnataka Food and Civil Supplies Corporation has to appoint district wise transport contractors for transportation of sugar from various sugar factories to the godowns of wholesale nominees situated in various taluka / hobli places of the districts.
The Karnataka Food and Civil Supplies Corporation Ltd intends to appoint district wise transport contractors for transportation of sugar as directed by government through tenders as per Karnataka Transparency In Public Procurements Act, 1999.
Short term Tenders are invited in prescribed proforma under two cover system from eligible transport and handling contractors/lorry owners for undertaking transportation of levy sugar from various sugar factories to the godowns of wholesale nominees situated in various taluka / hobli places of Karwar District.
1.Eligibility:-
1.1. The persons / firms having owning atleast ten lorries of atleast 10 MTs capacity each and having another ten lorries under their control by way of lease or agreement . The lorries shall have valid permits and documents for transportation as per the rules and shall not be more than ten years old. Lorries registered on or before 1st July 2001 shall not be considered.
1.2. The members participating in the tender must have atleast three years past experience in handling and transportation of sugar and such other commodities.
1.3. Members participating in the tender must have sound financial background with atleast Rs.1 crore turnover per annuam during the previous year.
1.4. The employees of the State / Central / KFCSC or their relatives are prohibited from participating in the tender.
1.5. The persons / firms shall not have been blacklisted by any organization / government for nonperformance or misconduct or such any other affences or shall not have involved in any diversion of PDS stock or involving –participating in prohibitated trade in other works the participants in the tender must be clean character and good reputation.
2.Scope of work:-
2.1. The successful tenderer has to transport the sugar from the various sugar factories to the godowns of wholesale nominees in Karnataka as per work order given by District Managers of KFCSC as per allotment of the Deputy Commissioners / Commissioner, Food, Civil Supplies and Consumer Affairs Department.
2.2. The successful tenderer is responsible for lifting of sugar within the validity period as per allotment.
2.3. the successful tenderer is also responsible for the safety of sugar during transport and any loss or damage or shortage of sugar.
2.4. The loading, unloading and any other incidental expenses at both the ends shall be borne by the successful tenderer.
3. EMD & the Security Deposit:-
3.1. The persons intending to participate in the tender has to pay an application fee of Rs.1000/- (non refundable) in the form of D.D drawn in favour KFCSC Ltd payable at respective district hqrs along with the tender application
3.2. Tender application shall also accompany a D.D of Rs.1 lakh drawn in favour KFCSC Ltd payable at respective district hqrs along with the tender application. Tender applications not accompanying EMD will be rejected. Any amount due from KFCSC will not be adjusted against the EMD.
3.3. The successful tenderer has to pay 2.5 % of approximate value of goods to be transported per month towards Security Deposit out of which Rs.5 lakhs must be cash and the balance amount by way of bank guarantee at the time entering into agreement.
4. Documents to be enclosed along with tender application:-
4.1. The following documents should be enclosed along with duly signed applications and terms and conditions and submitted in cover-A.
i) D.D for Rs.1000/- towards application money or cash receipt issued by District Manager for having remitted Rs.1000/-
ii) D.D for Rs.1 lakh drawn in favour of Karnataka Food and Civil Supplies Corporation Ltd., payable at respective district hqrs towards EMD.
iii) Copies of documents relating to ownership of lorries and lease hold lorries like copy of R.C Book, Register-B extract issued by RTO.
iv) Financial status and capacity, in case of proprietor / partnership firm pervious years balance sheet and profit and loss account duly certified by Chartered Accountant. Income Tax clearance certificate / a copy returned filed in appendex-B.
v) A copy of certificate registration under VAT and service tax as the case may be.
vi) in case of firms/companies/Co.op Society a power of attorney authorizing the signatoy to sign the documents on behalf of the firms/companies/Co.op Society to sign the tender documents.
vii) A copy of the partnership deed / memorandum / byelaw shall be enclosed.
viii) Certificates of experience regarding transportation and handling of P.D.S foodgrains, sugar and such other commodities issued by Deputy Commissioners of the districts where the work was done and certificates of experience of transportation and handling issued by appropriate authorities in case of any other Department / Organizations.
4.2 The above documents should be enclosed along with duly signed applications and terms and conditions shall be submitted in cover-A.
4.3. The rates quoted in the prescribed proforma (both in words and figures legibly) duly signed by the authorized person shall be submitted in cover-B, supercribing the cover “Financial bid”
4.4. Both cover A & B shall be kept in a big cover duly sealed and supercribing the cover “Short term Tender for transportation of levy sugar 2011-12” shall be placed in the tender box kept in the respective district offices.
5. Evaluation of Tenders:-
The district level tender evaluation committee under the chairmenship of the districts Deputy Commissioners, consisting of following members will evaluate the tender applications received.
Tender applications received as per proceedure in sealed envolops well before the appointed time for receipt in the district office shall only be considered for evaluation. The tender application received after the fixed time will not be entertained.
The evaluation committee will open the Cover-A (Technical Bid) and after scrutiny, the eligible tenderers list will be announced and thereafter the Cover-B (Financial Bid) of only the eligible tenderers will be opened.
District Tender Evaluation Committee:-
1. Deputy Commissioner-Chairmen
2.District Manager, KFCSC Ltd.,-Member Secretary
3.Deputy Director, F&CS-Member
4.Regional Transport Officer-Member
5.Dy.Registrar of Co-op Seciety-Member
6.Internal Auditor,
(Chartered Accountant)-Member
6.Terms and Conditions:-
6.1. Tenderers who own in their name at least 10 lorries of 10 MTs & above capacity and in addition they shall be capable of providing sufficient number of lorries for timely lifting.
6.2.The Tenderers shall submit their tenders in prescribed form in two sealed covers and deliver the documents in person or by registered post or through courier. Tenders received by post or otherwise after the appointed day and time will not be considered. Tender Inviting Authority shall not be responsible for any delay in transit in such cases. The tenderer shall be responsible for properly super scribing and sealing the covers in which the tender is submitted and Tender Inviting Authority shall not be responsible for accidental opening of the covers that are not properly super scribed and sealed as required in the tender documents before the time appointed for tender opening.
6.3.The first cover shall contain the following information about the tender viz
a)Demand draft towards EMD obtained from any Nationalised/Scheduled Bank in favour of KFCSC for Rs.1 lakh ( Rupees one lakh only) payable at concerned district place.
b)Certificate of experience and past performance in the execution of similar type of contracts.
c)Capabilities with respect of personal, equipment and copies documents relating to ownership of lorries like copy of R.C Book, Register B Extract issued by RTO. The vehicle which older than 10 years will not be considered. The tenderer shall ensure that shall engage only vehicles in good running condition and road worthy for the safe and timely transportation.
d)Financial status and capacity, in case of proprietor / partnership firm, previous years balance sheet and profit & loss account duly certified by Chartered Accountant. Income Tax clearance certificate / a copy of returned filed in Appendix-B.
e)Copy of certificate of registration under VAT and service tax as the case may be.
f)In case of firms a document empowering/authorizing a partner of the firm to sign the tender documents i.e power of attorney.
In case of company / co-operative society it shall be signed by duly authorized Officer enclosing evidence of such authorization.
g)A copy of the partnership deed / memorandum / Bye-law shall be enclosed.
h)Members participating in tenders has to submit an affidavit duly attested by notary regarding not having any criminal cases against them personally or against their family members in any court of law / police station. The affidavit shall also include that their firm/Society/Company has not been black listed by any organization /Government for non performance of contracts or for miss conduct or any such offences or for diversion of any PDS stock are involving or participating in prohibited trade.
i)The employees of the State/Central Government and KFCSC Ltd and their relatives are prohibited from participating in the tenders. F.P Shop dealers and their associates are also prohibited from participating in the tenders.
j)The individual firms / societies /companies who are black listed by Government or by KFCSC or any other public undertakings for non performance of contract or for involvement in any offences are prohibited from participating in the tender.
k)Tenders should be strictly in conformity with the prescribed terms and conditions. Tenders shall not contain any conditions other than the prescribed. Tenders which deviate from those terms and conditions are liable to be ignored and rejected. Conditional tenders will not be accepted.
6.4.The second cover shall contain the rates quoted for each slab (as per Annexure-1) The rates quoted shall include freight charges, handling charges like loading and unloading hamali etc, toll and such other expenses at loading and delivery points, till the stock is duly unloaded and stacked in the delivery point as per the instructions of KFCSC authorities.
6.5.The rates should be quoted both in words and figures legibly. There shall be no erasing or over writing. Any correction shall be authenticated by
full signature of the Authorised Signatory. In case of discrepancy between rates quoted in words and figures the lowest of the two shall be considered.
6.5.The Tender Inviting Authority shall cause the first cover to be opened first and evaluate the tenders capacity on the basis of the criteria specified in the tender documents and on this basis prepare a list of qualified tenderers.
6.6.Thereafter, the Tender Inviting Authority shall open the second cover containing the financial bid of only those tenderers found qualified in the technical bid.
6.7.All the tenders received by the tender receiving and tender accepting authority shall be opened at the time specified in the notice inviting tenders and in case where an extension of time for submission of tenders has been given subsequent date to the original notice inviting tenders at the time so specified subsequently.
6.8.The tenders will be opened in the presence of tenderers or one of the representatives of the tenderer who chooses to be present.
6.9.The following procedure shall be followed at the tender opening.
The cover-A will be opened, if all the documents are accepted then only (Cover-B) will be opened.
a) All the envelops received containing tenders shall be counted.
b) All the tenders received in time shall be opened.
c) A record of the corrections noticed at the time of bid opening shall be maintained.
d) The fact whether EMD has been made and other documents required have been produced will be readout. But this shall be merely an examination of document and not an evaluation. The list of selected tenders (cover-A) whose tenders are eligible for opening of cover-B will be announced.
e) Minutes of the tender opening shall be recorded. The signature of the tenderers present shall be obtained.
7.Award of contract:-
7.1.The evaluation of tenders and award of contract shall be completed as for as possible with in the period for which the tenders are held valid.
7.2.Tender accepting authority shall seek extension of the validity of tenders from the tenderers for the completion of evaluation, if it is not completed with in the validity period of tender.
7.3.In case the evaluation of tenders and award of contract is not completed with in extended period, all the tenders shall be deemed to have become invalid and fresh tenders may be called for.
7.4.As per order No.8(1)(H)/1 of Central Vigilance Commissioner, Delhi, post tender negotiations are banned with immediate effect except in case of negotiations with L-1 only.
7.5.In case of unsuccessful tenderers, EMD will be refunded on request immediately after the tender procedure is completed. In case of successful tenderer EMD will be adjusted towards security deposit.
7.6.No request for adjustment of any amounts that may due to the tenderer by this Corporation towards EMD or Security Deposit will be entertained.
7.7.The successful tender has to provide Security Deposit of approximately 2.5% of the value of goods to be transported per month out of which Rs.5 lakhs must be in the form of D.D and balance in form of Bank Guarantee duly given by a scheduled bank.
7.8.If the successful tenders fails to execute the agreement with in seven days from the date of issue of work order the EMD of such tenderer / transport contractor will be forfeited and action has deem fit will be initiated to black list the contractor.
7.8.If the successful tender / transport contractor fails to furnish the required bank guarantee with in a month from the date of issue of work order, the work order will be terminated and the transport contractor will be disqualified from participating in the future tender. He will also be black listed.
7.9.The Managing Director has the right to accept rates quoted item wise or consolidated rates and his decision is final in the matter.
7.10.The rates quoted must be valid for a period of 12 months from the date of acceptance of tender. The offer must be valid for acceptance for 30 days from the date of opening of the tender. If the tenders quoted or not accepted with in 30 days from the date of opening of tenders, the EMD so deposited by the tenderer will be refunded on application.
7.11.With a view of obtain further reduction in rates quoted by the tenderer in his tender negotiation will be conducted with L-1 only.
7.12.The contractor shall be entitled for payment of transportation charges for the actual quantities of levy sugar transported and handled and the payment will be made for net quantity transported, and delivered at the destination.
7.13.The period of contract is for a period of one year only.
7.14.The contract will be for a period of one year from the date of acceptance of the tender or from other date decided by the Managing Director and accepted tender after the expiry of the above period may be extended at the options of the Managing Director/District manager for further period not exceeding six month on the same terms and conditions and such extensions will be binding on the contractor.
7.15.Without assigning any reason the Managing Director/District Manager reserves the right to accept or reject any or all tenders. It is also open to the Managing Director/District Manager to divide and entrust the divided work to more than one contractor on the same terms and conditions. The decision of the Managing Director/District Manager in the matter shall be final and binding on the tenderers. The Managing Director/District Manager does not bind himself to accept the lowest rate. Managing Director / District Manager of the Corporation shall have the right to call far negotiation with the L-1 tenderer.
7.16The Corporation shall not guarantee any definite volume of work at any time or through out the period of contract. It is also need not necessarily be entrusted to one single contractor. The Corporation will have the exclusive rights to appoint one or more contractors for the work at the same approved rates, terms and conditions.
7.17.This invitation of tender (Tender Notification) is also the terms and conditions of contract as contained in the tender documents and shall form the part of the contract of contractor with the corporation.
7.18.The transport contractor shall be responsible for carrying out the transport and handling work efficiently and in business like manner in accordance with the instructions and directions issued to them by the corporation from time to time.