Office of the Deputy Inspector General Assam Rifles

OFFICE OF THE DEPUTY INSPECTOR GENERAL ASSAM RIFLES

HEADQUARTERS 6 SECTOR ASSAM RIFLES C/O 99 APO

TENDER NOTICE FOR SUPPLY OF GROUP ‘F’ RATION

FOR THE YEAR 2015-2016

1.Sealed tenders are hereby invited on behalf of the President of the Indian Union for supply of group ‘F’ ration ( Firewood and Charcoal) contract to the following units of Assam Rifles for the financial year 2015-2016 under local Sch No. shown against each :-

Ser No / Venue of tender submission & opening / Local Sch No / Location / Date and time of receipt/opening of tender.
(a) / 18 AR, Jalukie, Nagaland / 231 / Bn HQ at Jalukie and all out posts. / 27 Feb 2015 upto 1100 hrs-1130 hrs
(Details of schs as per appces att)
(b) / 29 AR, Kashiram Basti, Nagaland
& HQ 6 Sect AR / 233 / Bn HQ at Kashiram Basti incl all posts and HQ 6 Sect AR.
(c) / 37 AR, Ghaspani, Nagaland / 235 / Bn HQ, Ghaspani incl two Rif coys, Kukidolong, Piphima, and Zubza post.

2.The supply will have to be made at the places mentioned in the schedules or at any other places falling within the same route (Axis) or within 35 Km radius of the said place, as may be ordered by the Contract Operating Officer.

3.All contracts will be on schedule rates per 100 kg i.e. one quintal. Tender must quote rates in terms of metric weight, i.e. on the basis of 100 kg. Rates should be mentioned in words and figures clearly.

4For commodities which are controlled or price controlled at the time of submission of tender, the tenderers will have to quote controlled rate for such items, plus transportation charges.

5.All contracts will be for net weight of the commodities only. No claim for payment of the cost of container/bag will be entertained.

6.The contract when awarded will remain operative upto 31st March, 2016 subject to other conditions of the contract. In the interest of state economy or administrative necessity, DGAR/IGAR/DIGAR, as the case may be, may extend the operation of contract beyond 31 March 2016 till 30 Jun 2016 and in that case the contractor will be bound to supply the contracted items of commodities at the same contracted rates and under the same terms and conditions. Extension of contract beyond 30 Jun 2016 may be made only on mutual agreement between the contractor and the DGAR/IGAR/DIGAR as the case may be.

7.Taxes imposed by State Govt from time to time on contracted items will be deducted from the contractor’s bill and deposited to State Govt. account under appropriate budget head/revenue head.

8.Documents to Accompany Tender. All tenderers including existing contractors must submit along with the tender, the documents mentioned in sub-paragraphs (a) to (h) below without which a tender shall be rejected at the discretion of the DGAR/IsGAR/ DIsGAR :-

(a)Tenderer should quote their PAN (Permanent Account Number) issued by Income Tax department of their jurisdiction and submit attested photocopy of PAN card.

(b) Upto date Financial Stability Certificate from any Commercial Bank preferably Nationalised Bank mentioning the approximate value upto which the tenderer is capable to undertake contracts. This value must exceed the value of the contracts. In case any tenderer submits more than one tender under different schedules, the Financial Stability Certificate must exceed the total value of all the tenders. Turnover certificate issued by Bank does not indicate Financial Stability Certificate and will not be taken cognizance of.

(c) A latest power of attorney in favour of signatory or signatories of the tender in case the tender is signed by a person or persons other than actual tenderer or on behalf of a Firm/ Company. The power of attorney alongwith the tenderer’s signature(s) must be attested by a First Class Magistrate or equivalent only. The power of attorney should not be later than two years (24 months) from the date of opening of technical bid.

(d) A passport size photograph of the signatory of the tender shall be pasted on tender form/ Challan duly attested by a First Class Gazetted Officer. In case the attestation is done by a Civil Gazetted Officer or First Class equivalent, Gazette notification may please be attached.

(e) Copy of valid Trading Licence for all tenderers except the Carriage Contract with the valid period of contract period for the concerned State for sale of the commodities quoted for, duly attested will be attached except in case of the schedules pertaining to interior locations where authority for issuing of trading licence are not existing. Notwithstanding, the same Valid Trading Licence for areas where trading licence from respective state govt is mandatory should be submitted. The trade licence should clearly indicate in English, the commodities for which the licence is issued and the area of jurisdiction for which it in valid. If trading licenceis issued in any other language, same sould be translated in English/Hindi and authenticated by Class-I Gazatted Officer.

(f) Past experience certificate with performance report for a period not later than two years duly signed by Contract Operating Officer (I.e. year 2013-14onwards).

(g)Copy of Challan (Tender Fee) duly attested will be enclosed with each tender.

(h)Registration certificate of the firm with Sale Tax Authorities alongwith up to date Sale Tax clearance certificate covering contractual period in respect of the ibid firm/bidder.

(j)Registration certificate of the firm with VAT Authorities alongwith up to date VAT clearance certificate covering contractual period in respect of the ibid firm/bidder.

(k)Copy of allotment letter of TIN/TAN No issued by valid authority concerned.

(l)Tender Notice form 101 duly signed by the tenderer on all pages and affixed with the firm’s stamp and date.

NOTE -In the event of submission of photocopy of any of the document, the same should be attested by any Class I (one) Gazetted Officer of preferably from Assam Rifles/Indian Army. In case of an equivalent class I Gazetted Officer, Gazette notification is required to be attached. Attested copy of photocopy to photocopy att with tender is not acceptable.

9.Submission of Tender Forms and Date of Receipt of Tender.

(a) Tenders are to be submitted on printed/cyclostyled tender forms to be obtained from HQ 6 Sector Assam Rifles, 18 Assam Rifles, 29 Assam Rifles and 37 Assam Rifles on production of registration certificate issued by ‘Q’ Branch, HQ DGAR alongwith Challan duly depositing tender fee.

(b)Tender forms are also available on Assam Rifles website and may be down loaded for the purpose.

(c)Tender form obtained by a tenderer for quoting his/her/their tendered rates against a particular call of a schedule, if not used for that particular call shall become invalid for subsequent calls.

10TYPE OF TENDER AND SUBMISSION OF TENDER. The tenders will be received in a two bid system (Technical Bid and Cost bid) upto 1100/1115 hrs on 27 Feb 2015 in respect of respective location as per Para one above.

(a)FIRST COVER (To contain the following)(TECHNICAL BID) (FORM NO 101).To be opened at 1115 hours as perdates given in para 1 (a) to (c) above.

(i)Tender fee through Challan Form.

(ii)Earnest money from Commercial Bank preferably Nationalized Bank.

(iii)Tender Notice form 101 duly signed by the tenderer on all pages and affixed with the firm’sstamp and date.

(iv)Registration certificate issued by Q Branch, HQ DGAR and past experience certificate with performance report for a period not later than two years duly signed by Contract Operating Officer (I.e. year 2013-14 onwards).

(v)PAN Card No alongwith clear and legible photocopy duly attested by Class -I Gazetted Officer.

(vi)Financial Stability Certificate issued during current financial year from Commercial Bank preferably Nationalised Bank mentioning the approximate value upto which the tenderer is capable of undertaking the contract. If tenderer submits more than one tender under different Schedules, the financial stability must exceed the total value of the tenders submitted.

(vii) A latest Power of attorney under oath by Oath Commissioner/First Class Magistrate or equivalent (if the tender is not signed by the actual tenderer or the tender is submitted on behalf of a firm) and signature (s) of the signatory (ies) in the tender duly attested by a Class -I Gazetted Officer or Class-I Magistrate. Power of attorney signed by the Notary is not acceptable.

(viii)Other relevant documents which the firm wishes to submit.

(ix) Valid Trading Licence in English/Hindi for the State(s)/ district/area for which tender is submitted, valid for the financial year/period of the contract. If trading licence submitted other than English/Hindi, the same should be translated in English/Hindi duly attested by Class-I Gazetted Officer.

(x) A Passport size photograph of the signatory of the tenderer shall be pasted and will be attested by a Class -I Gazetted Officer/Notary/First Class Judicial Magistrate.

NOTES.

(i)Full name, address, E-Mail ID, Phone/Mobile No and status of the person signing the tender documents must be clearly mentioned in the tender failing which the tender would be rejected.

(ii)In case of submission of any photocopies of any document the same should be attested by a Class –I Gazetted Officer. No attested copy should be photocopied. All attestations should be ink signed only and in original. Photocopies should be clear legible and without any amendments, any defects in photocopies the tender is legible to be rejected.

(iii) All cutting/amendments must be authenticated by affixing signature in full by the tenderer, else the tender will become invalid.

(iv) Tenderers should clearly indicate additional charges if any. Offers with stipulation like “If applicable” will be treated as vague and shall be ignored. Conditional tenders will not be accepted.

(v).Tenders are to be submitted on printed/cyclostyled tender forms obtained only from Directorate General Assam Rifles, Shillong (Meghalaya)/HQ IGAR (North)/HQ IGAR (South)/HQ IGAR (East)/HQ 5 Sector/HQ 6 Sector/HQ 7 Sector/HQ 9 Sector/HQ 10 Sector/HQ 21 Sector/HQ 22 Sector/HQ 23 Sector/HQ 25 Sector/HQ 26 Sector/HQ 27 Sector/HQ 28 Sector Assam Rifles and Assam Rifles Training Centre and School. Tenders can also be downloade from DGAR website at .

(vi)Tender form obtained by a tenderer for quoting their rates for a particular Schedule of the tender notice, if not used for the same shall become invalid.

(vii) Any alterations/overwriting made in the tender form before submission must be signed by the tenderer, failing which the tender will not be accepted. No alterations or modifications of rates will be allowed once the tenders are submitted.

(viii) All documents that are required to be submitted alongwith the tender as mentioned at Para 8 above, must be submitted, failing which the tender shall be liable to be rejected after being considered invalid.

(ix)Department will not be responsible in any way for non receipt of letter/letters due to incomplete addresses quoted by the tenderer in the tender form.

(x) Tenders received after the stipulated date and time shall not be considered for acceptance.

(xi)Department may ask for production of original document mentioned in para 8 above for verification to confirm the correctness.

(xii)Postal addressed details of documents submitted by the tenders may be verified if any doubt noticed by the department.

(b) SECOND COVER (To contain the following) (COST BID) FORM NO 102. After evaluation of the Technical bids, Cost bids will be opened of valid tenders only on 27 Feb 2015 at 1115hrs.

(i)Cost bids shall be submitted on Form No 102 supplied alongwith tender forms or on letter head pad of the Tenderers.

(ii)Detail of rates, taxes, duties, discounts, if any, quoted by the bidder.

(iii)All cuttings/amendments must be authenticated by affixing signatures in full by the tenderer else the same will be termed invalid.

(iv)The above mentioned covers for technical bid documents and cost bid documents should be sealed separately and subscribed with the tender No and supply of items and date of tender opening. These covers should thereafter, be kept in a third cover and again sealed. This cover should be super scribed with the date of tender opening.

(v)Rates will not be indicated in the technical Bid and if indicate, then the tender may be termed invalid.

(vi) Tenderers should quote the rates both in words and figures in the tender form/ letter head pad for each variety. In case of variation where in words or figers, quoted rate on words will be considered as valid.

(c)Additional Points While Submitting Tenders

(i)Only the first cover (technical bid) shall be opened on the date of tender opening. Cost bids of only those firms will be considered for tender opening whose offer is complete in all respects and the tenders submitted by them are approved/ qualified by the board of officers.

(ii)The tenders must be furnished inside a strong cover securely fastened, sealed with distinctive device and conspicuously marked as “Tender for Supply of Group ____ Ration to____ under schedule No ___” on the top of the inner envelope. When a tender is sent by post, the inner cover containing the tender must be enclosed by a second cover. The outer cover will not bear any indication of the contents of the inner cover. Tenders shall be addressed by tenderers to Directorate General Assam Rifles/ISGAR/Sector HQs as above and not to any officer by name.

(iii)It will be ensured by the tenderers that the tenders are placed in corresponding tender box, meant for specific schedule. The schedule numbers of tenders to be placed in a particular box, will be displayed on that tender box. The responsibility of any mistake in this aspect will totally lie with the tenderer.

(iv)Submission of more than one tender in respect of supplies under the same schedule quoting different rates by one and the same tenderer of firm against a particular tender will disqualify a tenderer for appointment as a contractor and all tenders of such tenderer will be deemed to be automatically rejected. A tenderer who has quoted/ tendered in a particular schedule is not allowed to quote/tender on behalf of any other tenderer/firm/company either independently or as a power of attorney holder. In such cases both the tenders in question are liable to be rendered invalid.

(v)Any alteration made in the tender before submission must be signed by the tenderer, failing which the tender will not be considered. No alteration or modification of rates will be allowed once the Tenders are submitted.

(vi)No tenderer will be allowed to withdraw tender once technical bid be opened. Earnest money will be forfeited, if tenderer wishes to withdraw anytime after opening of technical bid. Earnest money will be returned to tenderer after approval of tender.

(vii)If a tenderer derogate any previous, terms or condition of contracts/tender notice or submits/quoteswith malafide intention to scuttle/delay contract or quotes unrealistic/fictitious rates, the tender on the orders of competent authority is liable to be rejected and Earnest money deposit will be forefieted.

11.(a)Rate of firewood and charcoal should be quoted in both in words and in figures in the tender form for each item mentioned in the schedule. The rates in tenders must be in terms of rupees and paise and should be inclusive of all taxes and duties. The approved contractors will have no claim for compensation if any duty or tax in respect of the contracted commodities is increased during the currency of the contract or any fresh duty or tax is imposed or variation made in the existing freight charges.

(b)Tenderers must quote only one rate for each article of commodity. Item wise rate should be quoted. Transparent cello tape should be affixed and tenderers must sign across the tape without masking the figures of the rates quoted by the tenderers.

(c)Any alteration in amount (both figures and words) will be neatly carried out in words and figures and will be duly authenticated by affixing signature in full by the tenderer.

12.All tenderers must affix their signatures with full postal address in block capital letters along with pin code number and date on the tender form at place provided for duly witnessed by a person whose full address in block capital letters should be mentioned under his/her signature. Department will not be responsible in any way for non-receipt of letter/letters due to incomplete address quoted by tenderer in tender form or due to any postal delays.

(a)If the tenderer is a Firm or Company, such tenderers must submit alongwith their tenders a photostat copy of the registration certificate of the firm or company duly attested by a Class I GazettedOfficer or First Class Magistrate. Registration number should be quoted in their tender form along with their signature. Registration certificate issued by Assam Rifles should be accompanied with the tender documents.

(b)When a tender is submitted by a firm, all the partners of the firm will be required to sign the tender or else a power of attorney in favour of the signatory of the tender should be submitted in original. A photostat copy of the partnership deed should be submitted along with their tender.

(c) All tenderers must submit (wherever applicable) along with the tender the documents mentioned in sub-para (a) & (b) above without which a tender shall be liable to be rejected at the discretion of DGAR/IsGAR/DIsGAR.