MADHYA PRADESH RAJYA BEEJ EVAM FARM VIKAS NIGAM

“Beej Bhawan”, 36, Mother Teresa Marg, Arera Hills, Bhopal (M.P.)

Phone : (0755)2571364, Fax : 0755-2775042

e-mail :

NO./HO/MKTG/DT/02/2014/Date :

To,

......

......

......

Sub : Tender No. HO./MKTG./June/01/2014 for the supply of D.W. Tarpaulin Jute Bags

With reference to your letter No...... dated ...... on the above subject, we enclose herewith tender document containing the specifications, term and conditions etc. pertaining to the supply of D.W. Tarpaulin Jute Bags.

Please note, your tender offer duly completed in all respects along with required earnest money and samples must be submitted in sealed box, latest by 3:00 pm on30.06.2014 Tender offer received after 3:00pm on 30.06.2014will not be accepted. Tender offer received till stipulated date and time will be opened on 30.06.2014at 3:30 p.m. in presence of tenderers who may wish to be present at Head Quarter of Beej Nigam Bhopal. In event of 30.06.2014 being a holiday, all activities will be done at the same Time on the next working day.

Tender offer must be submitted on your firm’s letter head in the prescribed proforma as per the specimen furnished in the enclosed Annexure ‘B’.

Encl. : As above

Managing Director

ANNEXURE ‘A’

MADHYA PRADESH RAJYA BEEJ EVAM FARM VIKAS NIGAM

Beej Bhawan, 36, Mother Teresa Marg, Arera Hills, Bhopal

Tentative Requirement : 7,00,000 Nos. (The quantity mentioned above can be increased or decreased depending upon actual requirement.)

1. Specifications for D.W. TarpaulinJute Bags (Capacity40 Kg)

a. / Basic Materials / of 34 ½"x 14oz x 45" quality, having 10/10 porters/ shots
b. / Size of Bags / 86.5x56cmsouter, no tolerance with the minimum 1” stitching inside fold / each side on raw edges.
c. / Stitching of bags / The bags shall be double stitched, double locked by inside folding with unbleached 9 cord no.2 closing thread and number of stitches will be four in 2.5 cm (1")
d. / Printing of bags / Printing of bags will be done on both sides in two permanent colour by screen printing, as per the matter to be provided by the corporation (Annexure-F). The cost of the screens will be born by the supplier.
e. / Packing / Iron bound bales duly packed containing 200 bags each.

As per store and purchase rules 30% preference in purchase will be given to Enterprises/ suppliers belonging to only ST/SC Category of the state who are duly registered with District Trade and Industries Centre.

2.The material of the bags, packing, seam, stitching hemming at the mouth etc. of the bags should strictly conform to the latest specifications of Bureau of Indian Standards if any.

3.Testing:The bags to be supplied shall be verified for quality and specifications etc. before dispatch by some test house, as will be decided by the Nigam,who will also supervise the loading of bags in trucks if so required by the Nigam. All the expenses in this regard will be borne by the supplier.

4.Printing: The bags to be supplied should be duly screen printed on both sides, in two colours, as per the matter/design to be provided by the Nigam (Annexure-F). Final printing on bags should be done after obtaining approval of the Nigam. The cost of screen, printing etc. shall be borne by the supplier.

5.Stitching:The bags shall be double stitched, double locked by inside folding with unbleached 9 cord No. 2 closing thread and No.of stitched will be four in 2.5 cms. (1").

6.Place of Delivery: The bags are to be supplied at the following places where the Nigam’s Office are located:-

(1) Bhopal (2) Seonimalwa (Hbd.) (3)Biora (Rajgarh) (4) Jabalpur/Seoni (5) Sagar (6) Damoh (7) Satna /Shahdol (8) Indore (9) Ujjain/Ratlam (10) Shajapur (11) Gwalior/Guna The destination may be increased if situations so warrant.

7.Rate : Rates must be quoted per 100 nos. of bags duly printed, inclusive of all taxes, levies etc. (except entry tax), FOR destination, door delivery, by Road Transport, freight paid in the prescribed proforma as per Annexure B, If ‘C’ form is to be issued by the Corporation it should be clearly mentioned. Please also refer to point No.2-3 of Annexure ‘C’.

8.a.Validity of Offer: The minimum validity of rate and offer quoted must be for

90 days from the date of opening of tender.

b.After finalization of rates, these rates and the contract will be valid for

one year since the date signing of the agreement.

9.Delivery Period : The total indented number of bags must be supplied to the concerned consignee in two installments as given below :

(i)2,28,000 Nos. upto 30.09.2014

(ii)4,72,000 Nos. upto 28.02.2015

(iii)Quantity Shall be Increase or Decreases as per requirement.

The total indented number of bags must be supplied to the concerned consignee within45 days from the date of order.

10.Packing : All the bags should be safely tied up in bundles of 200 bags each. The total number of bags in each bale shall be the same. For packing of bales good quality Jute cloth should be used to ensure that bags are properly packed in bales. Each bale should be securely tightened with iron strips lengthwise and widthwise. While packing safety of bags should be ensured.Each bale must prominently bear number of bags, contained therein lot number etc. allotted by the Surveyor nominated by Nigam. The number of bags should be indicated in the challan and a copy of which should be forwarded to the Head Office as well as to the respective consignee to tally the contents with challan. Shortage if any on actual checking of the consignment will be brought to the notice of the supplier by the consignee/Nigam Head Office.

11.Earnest Money : An earnest money of Rs. 7,00,000/- (Rupees SevenLaconly) in the form of bank demand draft, drawn in favour of M.P.Rajya Beej Evam Farm Vikas Nigam, payable at Bhopal,must accompany the tender offer in aseparate cover. For further details please refer point No.1 of Annexure ‘D’ enclosed.

12.Sample: Three (03) numbers of D.W. Tarpaulin Jute bags meeting the desired specifications in respect of quality, size etc. must be submitted alongwith the offer failing which the offer will be rejected. Each sample should be duly stamped and signed by the tenderer. Samples once submitted will not be returned. The sample is being invited for better appreciation of the tenders. However the tenderer shall be bounded to supply the material strictly according to the specification prescribed above.

13.The tenderers must also submit the following documents along with their tender offers:

a. Manufacturing licenseissued by competent Authority or particular of registration certificate issued by Directorate of Jute Industries.

b. Authorization Letter towards Distribution ship / Dealership / Dealership of principal manufactures for Govt. or semi Govt. Department.

c. An affidavit that unit or its sister concern or any unit / Partnership firms has not been Black listed/Barred by any Central/State Govt.or semi Govt. Department.

14.The tender must be duly completed in all respects and should be in accordance with the prescribed terms & conditions.

The Managing Director, reserves the right to enhance or to reduce above mentioned tentative numbers of bags or to decide not to purchase the tender item or to reject any or all tenders or to accept any tender without assigning any reason thereof.

Annexure ‘B’

To,

The Managing Director,

M.P.Rajya Beej Evam Farm Vikas Nigam,

Beej Bhawan, 36, Mother Teresa Marg,

Arera Hills, Bhopal (MP)

Sub:Tender for the supply of D.W. Tarpauline Jute Bags.

Dear Sir,

I/we quote the following rates for the supply of D.W.Tarpauline Jute bags:-

Item of supply / Rate per 100 No. of bags, inclusive of all taxes (except entry tax), levies etc. FOR destination, door delivery, by road transport, freight paid.
of 34 ½"x 14oz x 45" quality, having 10/10 porters/ shots of 86.5 x 56cm size, duly screen printed on both sides in two colors as per the matter /design provided by the Nigam. / Rs...... (in figures)
Rupees ...... (in words)
* Against ‘C’ form to be issued by the Nigam. OR
* Without ‘C’ Form.

Additional remarks if any :

......

CERTIFIED THAT :

  1. A bank demand draft,No…...... ………… dated …………… for Rs. 7,00,000/- (Rupees Seven Lakh only)on …………………...... ……… (Name of bank) payable at Bhopal drawn in favor of the Nigam, towards the earnest money is enclosed herewith.
  2. We further certify that we shall abide by the terms and conditions of supply in accordance with dimensions and specifications prescribed and adhere to the supply time limit as laid down by the Nigam and agree to execute the agreement bond in case the order for supply of D.W. Tarpaulin Jute bags is placed with us.

3.Three numbers of sample bags of the required specifications/standards are also submitted herewith.

Encl: As above

SIGNATURE OF TENDERER WITH SEAL

Name: ......

Designation: ......

Note : The quotation must be forwarded in the above proforma on your (Firm’s) letter head.

* Delete whichever is not applicable.

Annexure C

SPECIAL INSTRUCTIONS FOR THE GUIDANCE OF THE TENDERERS

  1. The Tender document containing detailed specifications, terms and conditions etc. for the supply of the D.W. Tarpauline Jute Bags will be issued only against a payment of Rs. 2000/- (non refundable) in cash or through Demand Draft favoring “M.P. Rajya Beej Evam farm Vikas Nigam” payable at Bhopal or elsethe tender document can also be downloaded from Nigam’s website In such case a bank demand draftor money receipt of Rs 2000/- will have to be submitted along with EMD as a cost of tender form.
  1. Separate sealed tender for for each item duly completed in all respect along with required earnest money deposit in the form of Demand Draft will be received in sealed boxat Nigam Head Office, up to 3:00 p.m. on 30-06-2014, which will be opened at 3:30 p.m. If 30-06-2014 being a holiday, all activities will be carried on at the same time on the next working day.
  1. The tenderers or their representatives are welcome to be present at the time of opening of the tender, if they so desire.
  1. The rate quoted in all cases must be firm and inclusive of all charges for delivery at destination including all packing charges for safe transit by road, freight paid and inclusive of all applicable taxes/ levy etc. (except entry tax)
  1. The rate must be quoted on tenderer’s letter head in the prescribed proforma as per Annexure ‘B’
  1. Tenderers must check their offer thoroughly before submission in seal box. Request for enhancement / change for rate shall not be considered under any circumstances, after opening/submission of the tender.
  1. Rate quoted should be strictly in accordance with the unit specified otherwise offer is likely to be passed over.
  1. Tenderer should quote firm rate. Offers made subject to price variations are liable to be passed over.
  1. The Managing Director of M.P. Beej Nigam reserves the right to increase or decrease approximate number / quantity of the above items, or may decide not to purchase any of the item, and to accept or reject any or all tenders without assigning any reason thereof.

Annexure ‘D’

TERMS & CONDITION

1.Submission Of tenders, deposit of Earnest Moneyand / or Security Deposits:

a)No alterations should be made to any of the terms and conditions of the tender by scoring out, altering or overwriting and no alteration are permitted in the rates. No alteration will be allowed after the tender is received by this office. Ambiguity must be avoided in filling tender. Tenders not complying with these conditions will be passed over.

b)Alongwith tenders, the tenderers are required to deposit in a separate cover the following amount towards earnest money, in the form of Bank Demand Draft, in favour of M.P. Rajya Beej Evam Farm vikas Nigam, payable at Bhopal.

S.No. / Item / Earnest money
1 / D.W. Tarpauline Jute Bags / Rs. 7,00,000/- (RupeesSeven Lac only)

Tenders without earnest money or short in EMD amount will be rejected.

c)In case of selected tenderer the earnest money will be adjust against the security deposit.

d)The tender not confirming to the prescribed terms and conditions of the Nigam or tenders not adhering to the prescribed time, scheduleare likely to be rejected.

  1. VALIDITY OF RATES/TENDER : The validity of rates quoted and tender offer shall be for atleast 90 days from the date of opening of the tender.
  1. ACCEPTANCE OF TENDERS :

a)Tenders will be opened on the specified date in presence of such tenderers who may wish to be present.

b)The successful tenderer(s) will be intimated by letter(s) or any other means of communication and the tenderer(s) so informed shall be bound from the time of transmission of such acceptance. Formal acceptance of the tender will be forwarded to the successful tenderer in due course but it shall serve merely as confirmation of the initial communication and shall not effect the time from which offer(s) is/are bound by the contract(s).

c)The Nigam is not bound to accept the lowest quotation. Any or all the tender offers may be rejected without assigning any reasons thereof. The decision of the Nigam in the matter will be final and binding.

d)The Nigam may decide to split the order among two or more firms in a manner convenient to it.

e)Successful tenderer shall execute an agreement bond in prescribed form.

  1. OTHER CONTRACTUAL OBLIGATIONS :

The agreement to be signed between the supplier and the purchaser shall be binding on both the parties. Any amendment required in the agreement has to be incorporated through mutual consensus only.

  1. INSPECTION AND PACKING SAMPLING

a)At all reasonable time during the production and prior to despatch of material the tenderer shall afford and secure for the Nigam representative/authorized agent every possible access and facilities at its plant or premises for visual inspection of the material.

b)The supplier shall supply to the Nigam on request report of the progress of supplies.

6.SUPPLIES AS PER SPECIFICATIONS :

a)The material to be supplied must strictly conform to the prescribed specifications. The Nigam shall be at liberty to get the samples of the material supplied tested by some test house of repute and the results of the test will be final binding about the quality etc. of the supplies received and binding upon the supplier and that in case any supplies not being approved shall be liable to be rejected and the supplier shall have to take back such reject material and all expenses in this regard shall be borne by the supplier.

b)Should the Nigam require any changes in the specifications in the materials the supplier shall use his best endeavor to comply with Nigam’s wishes subject to fair adjustment of prices and delivery schedule.

c)Please also refer to point No.3 of Annexure ‘A’

7.CONSEQUANCE OF NON SUPPLY AND DAMAGE :

a)All risks of loss, damage or depreciation to material shall be upon the supplier until the material is delivered at site in accordance with the provisions of the contract.

b)If the supplies are not made within the stipulated time limit theManaging Director may impose a penalty of upto 2% for the late supplies for the first seven days, of upto 3% for the late supplies for the second seven days and of upto 5% for further delays.

c)In the event of the supplier failing to supply the contract quantity/number of the bags or part thereof or fails to supply the bags of the approved specification the Nigam reserve the right to terminate the contract after giving 07 days notice by any means like phone/Fax/e-mail, on the address given on tender documents and procure the material from other sources and the losses so incurred due to higher rates than the contract rate shall be recovered from the tenderer in addition to the forfeiture of security deposit etc.

8.PAYMENTS :

a)All invoices shall be prepared in duplicate and shall be signed by the supplier. The invoices shall be sent in duplicate to the Head Office of the Nigam. A certificate from the consignee as prescribed by the Nigam should also be forwarded alongwith the above conforming that the material has been received by them in good condition.

b)If Sales tax is shown / claimed in the bill the payment of the same will not be made unless the following certificate is enclose with the bill.

CERTIFIED THAT SALES TAX CLAIMED IN THIS BILL IS LEGALLY PAYABLE BY BUYER AND SUPPLIER HAS PAID/WILL PAY THE AMOUNT TO THE SALE TAX AUTHORITIES. OUR SALES TAX REG. NO. IS ......

c)100% payment of DW Tarpaulin Jute Bags will bemade,at the earliest after delivery of the material and on receipt of complete document such as bills, certificate, challans, test reports pertaining to quality etc proof of delivery of full material to concerned consignees in the proforma prescribed by the Nigam from the supplier.

9.FORFEITURE AND REFUND OF THE EARNEST MONEY / SECURITY MONEY

a)In case the firm whose tender is accepted fails to supply the material at the quoted rate within the stipulated period and or contains any breach of any one or more of these terms and conditions of contract the security money deposited by the tenderer will be forfeited by the Nigam.

b)Earnest money of the unsuccessful tenderer shall be refunded without interest within reasonable period from the date decision regarding the tenders.

c)The security money deposited by the successful tenderer shall be retained by the Nigam till final payment is made and account is completely settled.

10.SETELLEMENT OF DISPUTES :

In case, any dispute arise the decision of the Chairman of the M.P Rajya Beej Evam Farm Vikas Nigam, Bhopal acting as Arbitrator shall be final and binding on both the parties.